RES-2006-083RESOLUTION NO. 2006-083
A RESOLUTION OF THE CITY COUNCII. OF THE
CITY OF ANAHEIM APPROVING THE RECORDS
RETENTION SCHEDULE, FOR THE POLICE
DEPARTMENT
WHEREAS, Section 34090, et seq., of the Government Code of the State of
California provides for the retention and destruction of certain records, documents,
instruments, books and papers (hereinafter "records"); and
WHEREAS, in accordance with the provisions of Section 34090 a Records
Retention Schedule was previously approved by the City Council for the Police
Department; and
WHEREAS, changes have been recommended to the Records Retention Schedule
for the Record Series in the Police Department as shown on the attached exhibit; and
WHEREAS, the Records Policy Committee of the City of Anaheim concurs in
these changes; and
WHEREAS, the City Council concurs in these recommended changes to the
Records Retention Schedule for the Police Department.
NOW THEREFORE, BE TT RESOLVED by the City Council of the City of
Anaheim that the Records Retention Schedule for the Police Department, as amended,
and as more particularly described in Exhibit "A" attached hereto and incorporated herein
by this reference is hereby approved.
THE FOREGOING RESO ON is hereb approved and adopted by the City
Council of the City of Anaheim 9th day y ,2006.
MAYOR OF THE CI OF AHEIM
ATTE~
C CLERK F CITY OF ANAHEIM
APPROVED AS TO FORM:
CITY ATTORNEY
ATTEST: AYES: Mayor Pringle, Council Members Sidhu, Hernandez, Galloway, Chavez
NO$S: NONE
ABSENT: NONE
ABSTAIN: NONE
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
Program Name: Internal Affairs, Investigations-Auto theft, Investigations-Burglary, Investigations-Crin;e Task Foree, Investigations-Gangs,
Investigations-Economic Crimes, Investigations-Family~Crimes, Investigations-Homicide, Investigations-l'ropei"ty, investigations-Robbery, Operations-
Central District, Operations Support-Communications, Operations Support-Detention Facility, OperationsSup~ort-Fiscal Controls, Operations Support-
Information Technology Bureau, Operations Support-Records, Professional Standards Bureau;~Special~Ope~tio~ts-Homeland Security, Special
O tions-Strate 'c Services Bureau, S ial ~ rations -Traffic Bureau; S ial O rations-Vice, Narcotics &.Criminal Intelli ence
Pro am No.:
Codes~and Definitions .
Record Paper, correspondence, forms, photographs, microfilm, and audio tapes, maps, drawings, or other documents, including all copies thereof,
either on final (created b cit in ordin course of business which direct) related to the functionin of the or anization
Non-record Material that does not relate direct) to the functionin of the or anization; is not roduced b ,ors ecificall for the or anization.
Retention Code
A Audit (as in after audit)**
CL Closed/Completion Other Codes
CY Current Year B&P Business & Professions Code
DI Destro Immediate) CCP Code of Civil Procedures
L Life of contract, buildin or ui ment CFR Code of Federal Re lations
P Permanent DP De artment Practice
T Termination as in em to ment, contracts GC Government Code
V Vital Record OD
WC While Current 5EC Securities & Exchan a Commission
Y Year (s)
**If files are not audited within the retention period, they will be destroyed after seven (7) years; i.e., an `A + 2Y' retention
period will be retained for seven years, if the file does not get audited within seven years it will be destroyed after the seventh
years unless stated in contracts.
5/8/2006 Page ] of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES ~ I;LASS ~:: ~ ~ RETLE`1vT~ ~ Al<JTt~Q~'Y •C~,~. ~~ ~.:..: .
Program No. -Investigations Division
-Auto The arrant Detail
Auto Theft Case Files P DP
Warrants Files CY + 2 Y DP Record Copy: OC Warrant Repository;
Due Dili ence are Ori 'pals
Program No. -Investigations Division
- Bur la Detail
~ ~~
Burglary Case Files P Statute of
Limitations Includes Possession, Trespass,
Prowlin ,Arson, Bombs.
Bur 1 Warrants Other L + 2 Y DP Record Co : OC Warrant Re sito
Case Logs -Automated Logs P DP "Access" database. Lists date of crime,
location, victim, suspect description,
loss and method of o ration.
Case Lo Other CY + 2 Y DP Lists assi ed re orts for investi ators
Crime Statistics -Requests Corres-
ondence CY + 2 Y DP Public requests for crime statistics.
Dail Activit Los CY + 2 Y DP
Intelli ence Case Files 5 Y 28 CFR Part 23
Pawn Slips Other CY + 2 Y B&P 21628 Entered into the State automated
Pro ert S stem
Pawnbrokers Database T DP
5/8/2006 Page 2 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS RETEN'1'IfI~T~ -~. ~ AUT~ORI1'Y ~~ ~ C(:#MNIITS ° ~ . .
Program No. -Investigations Division
- Bur la Detail (Cont.
Pawnbrokers -Permits Other T + 3 Y DP Record Copy: Department of Justice
DOJ ; a roved license/a lications
Pro ert ,Non-serialized Database CY + 5 Y DP
Swa Meets Database CY + 2 Y DP
Program No. -Investigations Division
- Crime Task Force/Gan Detail
Arrests Los 5 Y DP Used for statistical u oses
Crime Task Force Case Files P DP Documents imaged. Retained longer
dependant on crime; permanent if
homicide.
Gang Case Files P DP Retention determined by type of crime;
rmanent if homicide
Gan Books Other 5 Y DP
Program No. -Investigations Division.
-Economic Crimes Detail ~ ~
~ ~ ~ . ~ ~.
Anti-Reproductive -Data Worksheets Other CY + 2 Y DP Record Copy: Department of Justice
(DOJ)
Case Management System (RACY)
(Records Management System) Other P DP Tracking of case assignments, case
status.
5/8/2006 Page 3 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS RE~'ENTION ~ ~ AI7T]~ORI'I'Y ..CON1..~'TS~ ;: .~
Program No. -Investigations Division ~.
- Economic Crimes Detail (Cont.
Correspondence, from Other Law Corres- CY + 2 Y DP If crime substantiated, a police report
Enforcement Agencies pondence is completed; letter becomes part of
investi ative case file.
Correspondence, from Public Correa- CY + 2 Y DP Letters alleging crimes, making
pondence accusations or threats. If crime
substantiated, a police report is
completed; letter becomes part of
investigative case file and follows
retention for same.
Electronic, Correspondence Correa- CY + 2 Y DP Record Copy: Internet Fraud
pondence Complaint Center (IFCC)
Felony Statistics, Part I Crime Summary Report CY + 5 Y DP Record Copy: Dept of Justice (DOJ).
Report retained for historical
information
Hate Crimes, Orange County Report CY + 2 Y DP Record Copy: OC Human Relations
Commission
Hate Crimes, State Re ort CY + 2 Y DP Record Co : De t. of Justice DOJ
High Tech Crimes Logs CY + 3 Y DP Log of all cases investigated by High
Tech Com uter Lab
Identity Theft Logs CY + 2 Y DP Manual log of identity theft report
numbers
5/8/2006 Page 4 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS RETENTIEi)N AUTHORITY : ~NTS~ ~~ . °~ ... ~..:..~ : ~ .
Program No. - Investiga;ions Division
- Economic Crimes Detail (Cont.)
Interviews -Audio Tapes Other CL DP May be retained longer; if evidence,
booked into Property and follows
evidence retention
Investigations Case Files 3 Y DP Copies of police reports and case
notes. May be retained longer if
warrant outstanding. Once served,
retained until case adjudicated and
a als rind has ex fired.
Software Licenses Other L Generic Forensic lab computer software;
maintained on-site while software
used.
Uniform Crime Report (UCR); Bureau Report CY + 2 Y DP Record Copy: Department of Justice
of Criminal Statistics (BCS) DOJ . Monthl re rt
Program No. -Investigations Division
- Famil Crimes Detail
Calls For Service Los CY + 10 Y DP
Child Abuse Re ort P DP
Elder Abuse Re rt P DP
Felony Case Files P Based on Statute of limitations + 2 Y to
statute of permanent, depending on statute of
limitations limitations, a eals, status of case.
5!8/2006 Page 5 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES
~ Ci.AS.S~ .
~ RETENTION
~ AU~HQRI`f'Y . ..
~CO~''~-::.;::..
Pmgram No. -Investigations Division
- Famil Crimes Detail (Cont.
Misdemeanor Case Files P DP 2 years beyond case filing or statue of
limitations for prosecution of offense.
Non-evidence paperwork related to
specific cases.
Program No. -Investigations Division
- Forensic Services Detail
Calls For Service Los CY + 10 Y DP
Chemicals, Data Sheets Material Safety Other T + 30 Y DP Record Copy: Manufacturer
(MSDS) -Current & Discontinued
Film Logs CY + 5 Y DP Developed film stored in Photo Lab
Fingerprint Cards Other L DP Proof of criminal priors; civil uses -
(100 Years only form of ID for deceased or
from DOB) disabled. If sealed by court order,
retention follows court destruction
date.
Latents, Other crimes Other CY + 10 Y PC Pa r or hoto
Latents, Solved Crime - Major Other L PC Life of sus t; a er or hoto
Latents, Unsolved Crime -Major Other P PC 799 and Sex offenses with DNA; paper or
803 i 1 hoto
Photos, Crime Scene -Major Other P PC 799 Sex offenses with DNA
PC 803 i 1
5/8/2006 Page 6 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS RETENTION AU'f'HORI~Y~ C~VT$"..~~..:.. .~
Program No. -Investigations Division ~ .~
-Forensic Services Detail (Cont.)
Photos, Crime Scene -Miscellaneous Other CY + 10 Y DP Referenced for civil requests and
a als
Photos, Mu - Di ital Other L DP
Photos, Mu -Film Other 1997 + 30 Y DP Chan d to di ital in 1997
Software Licenses Other L Generic Forensic lab computer software;
maintained on-site while software
used.
Program No. -Investigations Division
- Homicide Detail
Correspondence, from Public Corres- CY + 2 Y DP Letters alleging crimes, making
pondence accusations or threats. If crime
substantiated, a police report is
completed; letter becomes part of
investigative case file and follows
retention for same.
Felony Case Files P Based on Statute of limitations + 2 Y to
statute of penmanent, depending on statute of
limitations limitations, a ls, status of case.
Firearms Prohibition, DOJ - "Tarasoft" Re rt 3 Y DP Record Co : De art of Justice (DOJ
Homicide Case Files P PC 799
5/8/2006 Page 7 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS EETEN'~'X(~N ~ AUTHO1tITY ~ ~.~+O1VJ~NtENTS.:.....
Program No. -Investigations Division
- Homicide Detail Cont.)
Misdemeanor Case Files P DP 2 years beyond case filing or statue of
limitations for prosecution of offense.
Non-evidence paperwork related to
specific cases.
Missing Person Case Files P DP Kept until person located. Hard copy
retained longer if crime determined;
ermanent if homicide.
Officer Involved Shooting Case Files P DP Record Copy: OC DA's office. Copies
of APD reports, interview transcripts,
other agency reports, photographs,
letter from DA.
Property Control -Homicide Report P DP Record Copy: Property Detail. Copies
retained in homicide file.
Program No. -Investigations Division
Pro a Detail
Auction Records Los P DP Pro rt 'ven to Auction House.
De osits, General Fund Led ers P DP Excel document.
De osits, General Fund - Recei is Other P DP Record Co : Cit Treasurer.
Pro rt Led ers P DP
Property Control Report P DP Retained in Property until case
ad'udicated, ro rt dis osed.
5/8/2006 Page 8 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES ~ ~CLASS~ ~ ~ RETENTION AU1'IIO3t~'Y~:~:~ :.11~A~GiS;~ ~ ~~
Program No. -Investigations Division
-Pro a Detail Cont.)
Property Donations, to State of
California (Pro rt ) Report P DP Property donated to the State.
Property Owners Notification Corres-
ondence P DP Postcards
Wea ns Destruction Re ort P DP
Weapons, APD Range Report P DP Copies of court orders stored in the
Pro ert Detail.
Program No. -Investigations Division
-Robbe Detail
Case -Automated (Burglary) Logs P DP "Access" database. Lists date of crime,
location, victim, suspect description,
loss and method of o ration.
Case -Manual (Operations) Logs CY + 2 Y DP Lists numbers, date and assigned
detective.
Case Management System (RACY)
(Records Management System) Other P DP Tracking of case assignments, case
status.
Misdemeanor Case Files P DP 2 years beyond case filing or statue of
limitations for prosecution of offense.
Non-evidence paperwork related to
specific cases.
5/8/2006 Page 9 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS RETENTION AUTHOR~''l.'~ CQ~' ~~ ~;. ~ ~ ~ ~~.
Pro ram No. - Internal A airs
Investigations, Administrative/Internal Case Files L + 5 Y PC 832.5;
801.5; 803 (c)
EVC 1045;
GC 12946;
VC 2547 Citizen complaints or internally
initiated; includes complaint, reports,
findings.
Program No. -Operations Division -
Centra! District
Case Assignments Logs CY + 2 Y DP Lists numbers, date and assigned
detective.
Dail Activit Los CY + 2 Y DP
Investi ations Case Files P DP
Statistics Re orts CY + 2 Y DP
Program No. -Operations Support
Division -Communications
Alarms -Records Other CY + 2 Y GC34090
Attendance Re ort CY + 5 Y DP Historical value.
Audio Recordings -telephone, radio &
dis atcher voice transmissions Other CY + 1 Y GC 34090,
34090.6 State guidelines = 180 days.
Computer Aided Dispatch (CAD) Other CY + 5 Y DP
GC34090 Back-up tapes, unit and call histories.
Considered a copy and can be
destro ed when no lon r uired.
5/8/2006 Page 10 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS ~ ~ RETENTION ~ AUTIiORITY ~ ~ CQ~NiMENTS
Program No. -0perations Support
Division -Communications (Cont.)
Dispatch, Manual Cards Other CY + 5 Y DP Follows call-history retention; cards
used durin CAD downtime.
Equipment Manuals, Instructions,
Procedures Other WC Generic Retained until use of equipment is
terminated.
False Alarm, 9-1-1 Incidents - Billin Re ort CY + 2 Y DP Record Co :Finance
Work Schedules Other CY + 2 Y 29 CFR
516.6(1), 29
CFR 1602.14
BNA Includes daily work schedules.
Program No. -0perations Support
Division -Detention Facili
Bookin Surveillance Videos CY GC 34090.6
In-custody Death Case Files P DP Record Copy: OC DA's office. Copies
of APD reports, interview transcripts,
other agency reports, photographs,
letter from DA.
Jail Bookin Los CY + 6 Y GC34090
Jail Bookin Recove - Recei is Other CY + 2 Y DP
Jail Dail Bulletin Other CY + 2 Y DP
Jail Incidents Re orts 5 Y DP
Jail Inspection, California Department
of Corrections (CDC) Reports CY + 2 Y DP Record Copy: State Board of
Corrections. Biennial
5/8/2006 Page 11 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES ~ CI:ASS RETENTION.. .AU~'H~IrITY~ ~CO~I1~N'TS..:~: ~ .
Program No. -Operations Support
Division -Detention Facili Cont.
Jail Inspection, Fire Reports CY + 2 Y 15 GC 1032 Record Copy: Fire Department
Monthl ,annual
Jail Ins ction, Grand Ju Re rts CY + 2 Y l5 GC Record Co :Grand Ju
Jail Inspection, Health Reports CY + 2 Y l5 GC Record Copy: Orange County Health
De artment
Jail Ins ection, Juvenile Justice Re orts CY + 2 Y DP Record Co :Detention Facilit
Juvenile Detention Los CY + 2 Y DP Record Co :Desk S
Program No. -Operations Support
Division -Fiscal Controls
Earnin s, Year-to-date Re ort CY + 17 Y DP
Em to ee Time Re ort CY + 2 Y DP
Em to ee Time Re ort CY + 17 Y DP
Invoices Other CY + 3 Y Generic
Pa roll Distribution Re ort CY + 17 Y DP
Pa roll Re 'ster Re ort CY + 17 Y DP
Payroll, Employee Statistical
Balance/Changes Misc Earnings
( erations) Report CY + 1 l Y DP
Pa roll, Time Re ort Summ Re ort CY + 17 Y DP
Purchase Orders, R uisitions Other CY + 2 Y Generic Record Co :Finance
Timesheets, Overtime/Standb /Event Other CY + 11 Y DP
5/8/2006 Page 12 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES : ~ ~ .. ~ . C~.ASS RETENTION . AU3'HORITY ~ ~~1~TS~ ..:;~~:=:.:..~ .. .
Program No. -Operations Support
Division -Information Technology
Bureau
Correspondence, General Corres-
ondence CY + 2 Y Generic
Equipment Manuals, Instructions,
Procedures Other WC Generic Retained until use of equipment is
terminated.
Inventories Other CY + 3 Y Generic
Maintenance Los 5 Y DP
Policies, Procedures - De artmental Other WC + 5 Y Generic
Research Pro'ects Files L + 2 Y DP
Software Licenses Other L Generic Forensic lab computer software;
maintained on-site while software
used.
Program No. -0perations Support
Division -Professional Standards
Bureau ~ .
Personnel -Grievance Files T + 5 Y Generic
Personnel -Hired; currently employed Files P 29 CFR 16273,
CCR Sec 1174;
Personnel -Not hired Files CY + 3 Y GC 34090
5/8/2006 Page 13 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS . ItETENTION~ ~ ~ AUTHORITY CQ~TS ~:.~~~
Program No. -0perations Support
Division -Records Bureau
Arrests, Conviction Case Files L + 2 Y H&S 11361.5 Mandatory destruction from date of
conviction or date of arrest with no
conviction.
Bail Receipts CY + 2 Y DP Record Copy: Superior Court North
Justice Center
Bookin Surveillance -Videos, Other CY + 1 Y GC 34090.6
Booking, Arrestees Log CY + 2 Y DP Handwritten log of person in custody
for reference with ublic in uiries.
Bud et -Worksheets Other CY + 3 Y Generic
Case -Manual Logs CY + 2 Y DP Lists numbers, date and assigned
detective.
Clearance Letters Other CY + 2 Y PC l l 105.3,
13300m(8), and
13321 Local record review for Visa,
Immigration, foreign adoption,
housin authori rsons of record.
Fax Transmissions (Records Lo CY + 2 Y DP
Jail Videos Other CY GC 34090.6(a) DVR since 2004.
Notices to Bill Other CY + 2 Y Generic Includes rivate art im ound
Off-call Notifications Other CY + 2 Y Receipt of cancellation of standby
status
Work Sign Off Sheet Other CY + 2 Y DP Manual check list for in-custody
a erwork.
5/8/2006 Page 14 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS RETENTION AUTHORITY CO1vIMENTS
Program No. -Special Operations
Division -Homeland Securi ~ .
Maintenance Los 5 Y DP
Manuals, De artmental Other CV DP Minimum 2Y
Policies, Procedures - De artmental Other WC + 5 Y Generic
Program No. -Special Operations
Division - Strate is Services Bureau
HELICOPTER
Aircraft/Flight (Helicopter) Logs L DP HC book maintained with aircraft
throughout life of aircraft; transferred
w/chan a of ownershi
Dail Activit Los CY + 10 Y DP Fli ts, incidents
Tally (Helicopter) Report CY + 2 Y DP Monthly statistics of hours, manual
log, submitted with Daily Activity
Lo s
STADIUM/POND
Assignment Sheets Other CY + 2 Y DP Signup sheets for Stadium/Pond; other
Events
Assignment Sheets w/Signatures Other CY + 2 Y DP Sign-up sheets for events with officers
si ature/initials
Dail Activit Los CY + 2 Y DP Incidents at venue s
Staffing Contracts (Stadium/Pond) Other CY + 2 Y DP Communications between event
venues and Department regarding
staffin uirements.
5/8/2006 Page 15 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECaRDS SERIES ~ ~ ~ ~ ~ CLASS . RNTioN ~~ .AUTHORITY. co~~s.:~ ~ .
Program No. -Special Operations Div
- Strate is Services Bureau Cont.)
FIRING RANGE:
Course of Fire Other P DP
Lesson Plans Other L + 15 Y DP Scope, content, time period of courses;
electronic co ies
Ran a Shootin Re orts CY + 3 Y DP
Schedules Other CY + 2 Y DP
Weapons Assignments Other P DP Serial numbers, descriptions,
assi ments of ns to officers
Weapons Inventory (Firing Range) Other P DP Catalog/file for each weapon; tracks
life of weapon (assignment, repairs,
dis osition
TRAINING:
Background Checks (Training) Files 5 Y DP Business Licenses, Bingo, Massage
Parlors, Sexually Oriented Business
(SOB) etc. Investigations conducted by
Plannin & Research
Bullet roof Vests Other CY + 2 Y DP Authorization to Purchase
Equipment Manuals, Instructions, Other WC Generic Retained until use of equipment is
Procedures terminated.
Events Files CY + 2 Y GC34090 Correspondence, brochures,
promotional materials, info on
speakers, guests, supporting
documents
5/8/2006 Page 16 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
.RECORDS SERIES CLASS ~.. ~ RETENTION AUTH(~IMT'Y GONIlVIEl~f~:. ~:. ~ ~ ... ~: .
Program No. -Special Operations Div
- Strate is Services Bureau (Cont.)
TRAINING: Cont.)
Financial Records, Internal Other CY + 3 Y DP May include: cash register tapes,
receipts for cash transactions, revenue
tall sheets, de sit sli s
Personnel -Training, by name Files T + 7 Y DP Documents personnel's' internal and
external trainin
POST Data Files T + .5 Y 29 CFR Files (Training Courses). Claims can
1627.3(b) (ii), 8 be made for 30 years for toxic
CCR3204(d)(1) substance exposure; EEOC/ FLSA/
et seq., GC AREA (age) requires 3 years for
12946 promotion, demotion, transfer,
selection or discharge; State Law
re wires 2-3 ears.
Reserve Hours - Monthl Summ Re orts CY + 2 Y DP
Ride Time/Paid Reserve Sli s Re orts CY + 2 Y DP
S aker Re uests Corres CY + 2 Y DP
Survey Responses (Training) Files CY + 2 Y DP Surveys, responses, correspondence
with other agencies requesting
statistical data
Training & Information -Video Tapes, Other CY + 5 Y DP City & Dept mandates, policies,
procedures; Public Service .
Announcements, recruitment, public
awareness. May be retained longer if
information still relative.
5/8/2006 Page 17 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS . ~ RETENTION AUTHORITY CONi1~Ii;NTS
Program No. -Special Operations
Division - Strate is Services Bureau
TRAINING: (Cont.)
Trainin Bulletins Other CY + 9 Y DP
Training, Historical & Awards -Videos Other P DP Major City events, specific
romotionals, awards etc
Training, Special Projects &
Presentations -Videos Other CY + 5 Y DP City/Community events. May be
transferred to the historical status at
date of review.
Uniform Vouchers Other CY + 2 Y DP Record co :Police Purchasin
Program No. -Special Operations
Division - Tra ~c Bureau
Accident Re orts CL + 2 Y GC34090
Arresting Agency Notice Report CY + 3 Y DP Record copy: Superior Court.
Department of Justice (DOJ) reports.
Defendant cited with No Report (DR)
issued.
Audio Recordings -telephone, radio &
dis atcher voice transmissions Other CY + 1 Y GC 34090,
34090.6 State guidelines = l 80 days.
Blood Alcohol Report CY + 2 Y DP Driving Under the Influence (DUn
involved in traffic collision
Bud et, Fiscal Year-end Re orts CY + 2 Y DP Back-u documentation
Bureau Attendance Report CY + 5 Y DP Record copy: APD Records. Monthly
reports. Department preference;
historical value.
5/8/2006 Page 18 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES ~ CLASS RETENTION AUTHO'itI'fY ~ ~Ct~~tii~F.~'I'S:. ~... ~: ~~ ..: ~ ~ .. ~~ . ~ .
Program No. -Special Operations ~ .
Division - Tra c Bureau (Cont.
Citations -Notice to A eaz (movers Other CY + 3 Y DP
Citations -Notice to Appear, Other CY + 2 Y DP
Transmittal Sheets
Citations Los P DP Notice to A az and Parkin
Citations, Parking Other CY + 2 Y GC34090.7 Originals to processing agency for
validation 8i: data entry; returned to
issuin a enc after rocessin
Citations, Pazking -Administrative Other CY + 2 Y DP Step I, Step II, Step III
Initial Reviews
Citations, Parking -Refunds Correspon CY + 2 Y DP
dence
Citations, Pazking -Refunds Case Files CY + 2 Y DP Administrative Review Hearing
Reports process; defendant found not liable.
Includes Non-sufficient Funds (NSF)
letters and other corres ndence.
Collection Officer - Recei is Forms CY + 2 Y DP Record co :Finance
Computer Aided Dispatch (CAD) - Other CY + 5 Y GC 34090 Includes back-up tapes, unit & call
Data Tapes DP histories. Department preference;
administrative value.
Emergency Cost Recovery Report CY + 6 Y DP Driving Under the Influence (DUn
involved in traffic collision; Response
Cards, billin s
Fatalities, Traffic Collisions Re orts P DP
Radaz Calibration -Records Other L DP Documentation of instruments retained
durin use/ownershi .
5/8/2006 Page 19 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS ~ ~~ ~RETEN3'ION AUTHOitI'1E'Y~ ~ ~COM1VlENTS
Program No. -Special Operations
Division - Tra c Bureau (Cont.)
Towin Contracts, Rotational Other CY + 3 Y DP Record co : Cit Clerk
Traffic -Statistics Report CY + 2 Y DP Traffic collisions, citations,
enforcement. Monthl
Vehicle Abatement Pro am Los CY + 3 Y DP Includes dis ositions
Program No. -Special Operations
Division -Vice, Narcotics & Criminal
Intelli ence ~ ~ .
Alcohol Bevera a Control -Licenses Other L + 2 Y DP
Asset Forfeiture Case Files 10 Y DP Investi ations, Proceedin s
Business Licenses, Review Board -
Administrative Case Files T + 2 Y DP
Informants Case Files T + 10 Y DP Legal notifications, identification
information, payment information,
activities information
Narcotics Case Files P DP
Narcotics, Destruction Re orts P DP
Statistics Database P DP Database for statistical
in uiries/re ortin
Surveillance Video CY + 1 Y GC34090 Video securi monitorin
5/8/2006 Page 20 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS. SERIES CL~S . ~TENTION ~ AUTHURTTY ~ CE~)~A"~+fiTTS
Generic
Accountin Re orts Re orts CY + 2 Y Generic
Bud et, Final as submitted Other CY + 3 Y Generic
Calendazs, Diaries Other CY + 2 Y Generic
Cash Re ister -Recei is Other CY + 3 Y Generic
Check Re uests Other CY + 3 Y DP Record Co :Finance
Collection Officer -Recei is Forms CY + 2 Y DP Record co :Finance
Copies, Duplicates Other DI Generic Extra copies; research materials
ublicl available from other sources.
Delive R uests Forms CY + 2 Y Generic
Drafts Other DI Generic Office memos, minutes, internal
reports, working files duplicating
official record files.
Employee/Supervisor's Logs CY DP Forwarded to APD Prof. Stds for
rmanent em to ee file after 1 eaz.
Ex nse Claims Other CY + 3 Y Generic
Financial Records, Departmental Files CY + 3 Y Generic May include cash register tapes,
recei ts, de osit sli s
Fixed Assets Re ort CY + 2 Y Generic
Front Counter -Recei is Other CY + 3 Y Generic
Interde artmental Chaz es Re orts CY + 3 Y Generic
Itineraries Other CY + 2 Y Generic
Material Drawn from Stock Forms CY + 2 Y Generic
Notes, handwritten Other DI Generic Notes that do not reflect relevant
matter, histo
Or anization Charts Other CV + 2 Y Generic
5/8/2()06 Page 21 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE
AGENCY NO: 309
RESOLUTION NO.
DATE APPROVED:
RECORDS SERIES CLASS ~. RETENTION AUTHORITY C@MENTS-~ ~ . ~ .
Generic (Cont.
Parades, Special Events -Permits Files CY + 2 Y DP Reports, correspondence, supplier
infonmation, billings, assignments,
deployments, supporting
documentation
Pa roll Re orts CY + 2 Y Generic
Personnel -Workers Com nsation Files T + 5 Y Generic
Pett Cash Re uests Other CY + 3 Y Generic Record Co :Finance
Police reports -from other law
enforcement agencies Reports CY + 2 Y DP Documenting possible criminal
conduct in City. If crime substantiated,
a police report is completed; letter
becomes part of case file and follows
retention for same.
Records Mana ement S stem (RMS Other P DP Data used to roduce re orts.
Silence Control -Permits Other T + 3 Y DP Record Copy: Department of Justice
(DOJ); a roved license/a lications
Staff Meetin s Minutes CY + 3 Y Generic
Staff Re orts to Cit Council Re orts CY + 2 Y Generic Record Co : Cit Clerk
Tele hone Messa es Los CY + 2 Y Generic
Tele hone Messa s, Sli s Other DI Generic
Tele hone Usa Re orts CY + 2 Y Generic
Timesheets, Si ed Other A + 6 Y 29 CFR 516.5
Variance (Bud et) Re orts CY + 2 Y Generic
Work R uests Fonms CY + 2 Y Generic
Work R uests Los CY + 10 Y DP
Work Sign Off Sheet Other CY + 2 Y DP Manual check-off list for in-custody
a rwork.
5/8/2006 Page 22 of 23
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: POLICE RESOLUTION NO.
AGENCY NO: 309 DATE APPROVED:
5/8/2006 Page 23 of 23