RES-2006-130RESOLUTION NO. X6306-130
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ANAHEIM AUTHORIZING THE DESTRUCTION OF CERTAIN
CITY RECORDS MORE THAN TWO YEARS OLD
WHEREAS, Sections 34090 et seq., of the Government Code of the State of
California authorize the destruction of certain records, docwnents, instruments, books and papers
(hereinafter "records' of the City upon approval of the legislative body of the City and with the
written consent of the City Attorney, provided that said records do not fall within certain specified
categories; and
WHEREAS, the following described records under the charge of the Police
Department of the City of Anaheim ("custodian of records") are more than two years old and are
documents which are authorized for destruction under the provisions of said Sections 34090 et seq.,
of the Government Code without making a copy thereof; and
WHEREAS, the custodian of records of each record described herein has determined
that said documents are no longer needed or required; and
WHEREAS, the City Council concurs in the determination of the custodian of records
and finds that said records are no longer needed; and
WHEREAS, the City Attorney of the City of Anaheim does by the approval of this
resolution hereby give written consent for the destruction of the listed records.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Anaheim that the custodian of the described records in Exhibit "A" of the City of Anaheim be, and
is hereby, authorized to destroy immediately, in a lawful manner and without making any copies
thereof, the records under his charge, as more particularly described in Exhibit "A" attached hereto
and incorporated herein by this reference.
BE IT FURTHER RESOLVED that upon destruction of the foregoing records, a
certificate of destruction shall be executed and the original thereof filed in the office of the City
Clerk together with a copy of this resolution.
THE FOREGOING RESOLUTION is approved and adopted by the City Council of
the City of Anaheun this ~ 20.ttday of .June , 2006, by the following roll call vote:
AYES: M$~ror .Erix~g].e, Council Members S~,dhu, .Hexnandez,~ Galloway, .Chavez
NOES: None
ABSENT: None
ABSTAIN: ~ 'None
CTfY OF IM
BY
MAYOR OF THE ANAHEIM
ATTEST:
CITY CL OF CITY OF AHEIM
APPROVED:
CITY ATTORNEY OF THE CITY OF ANAHEIM
61660.1
EXHIBIT "A"
Anaheim Police Department
Records for Destruction
Ref #
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
Record Series Retention Code Year
Monthly Shift Productivity Report CY + 2 1999-2003
Monthly Shift Attendance Report CY + 2 1999-2003
Bi-Weekly Time Sheet copies CY + 2 1997-2003
Budget Workpapers CY + 3 1989-2001
Bicycle Licenses CY + 2 1984-2003
Subpoenas, Togs & requests for tapes CY + 2 1989-2003
Daily Court Calendar CY + 2 2002-2003
Citation Log Worksheet CY + 2 2002-2003
PPIs & Log Sheets CY + 2 2003
Sealings: Juvenile Court ordered 5 years 1998-2000
Revenue Deposit Slips & CY + 2 2000-2003
Cash Register tapes
Recordings: telephone, radio &
Dispatch
CAD backup tapes
Alarm Billings
Daily Work Schedules
Notice to Appear (movers)
Parking Citations (yellow)
Parking Citations (Phoenix Group)
Administrative Initial Reviews
CY + 180 days 1995 - 6105
CY + 5 1987-1999
CY + 2 1999-2003
CY + 2 1997-2003
CY + 6 1995-1999
CY + 2 1992-2002
CY + 2 2001-2002
CY + 2 1999-2000
20 TrafFc Counter Receipts CY + 6 1994-1998
21 Emergency Cost Recovery Billings CY + 6 1998
22 Blanket POs CY + 2 1999-2001
23 Citation Refunds CY + 2 1999-2001
24 General Correspondence CY + 2 1999-2002
25 Personnel Investigations CY + 5 1975-2000
26 IA -Vehicle Accident Reports CY + 5 1975-2000
27 Narcotics Case Files CY + 2 1995-1999
28 Intelligence files 5 years 1999-2000
29 Assignment Sheets* CY + 2 1993-2003
30 Notice to Bill* CY + 2 1993-2003
31 Activity Logs* CY + 2 1993-2003
32 StafFng Contracts (Event Mgmt)* CY + 2 1999-2003
33 Meeting Minutes CY + 3 1997-1999
34 Personnel (not hired) Files CY + 3 1973-1999
35 Timesheets, overtime/standby CY + 4 1983-1999
36 Payroll, Distribution, Register CY + 2 1983-1999
37 Purchase Orders, Requisitions CY + 2 1999
38 Petty Cash Expenditure Receipts CY + 3 1991-2002
39 Financial Records, credit card statements CY + 3 2000-2002
40 Expense Claims/checks, reimbursement CY + 3 2000-2002
41 Latents, other crimes/minor CY + 10 1970-1995
* retaining 2002 World Series documents for historical purposes
42 Photos, Crime Scene misc
43 Work Requests
44 Case Files, Misdemeanor
45 Monthly Statistical Reports (K9)
46 Bail Receipts
CY + 10 1975-1993
CY + 2 2000-2003
L + 2 1990-2001
CY + 2 1987-1996
CY + 2 1995-2001
The above records are no longer needed in the normal course of business. The
timing of destruction is in accordance with the adopted retention schedule for the
De~rtment's records._ h
r~,~`rc~,~ ~ ~~~
Recor Ma er Dated: ~ ~ ~~
~~~~~~ -
Chief olice Dated: ~, ~ ~~
SOUTHLAND SHREDDING SERVICE SLIP/INVOICE # ..
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6331 Haven Avenue, Suite 13, PMB 195
Alta Loma, CA 91737
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Service Address:
1-888-747-3331
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Terms: ~''`' "
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Check#: _____._.._.
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CC:
Comment:
Cross Street:
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CERTIFICATE of DESTRUCTION
This document certifies that the materials received and processed by Southland Shredding on behalf of
the above company have been handled in accordance with all applicable state and federal guidelines and
will be properly recycled. ~-°
Approx. amount of material destroyed ~ /' -'~ Ibs.lboxes Date: ~ d~~ t / L:'
Witnessed by: ~~~ Company representative
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Certified by: ! ~~~`t ' 4` , } 6'~ ~ rr~~ Southland Shredding representative
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ONE-TIME S'E cF V"1CE
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SOUTHLAND SHREDDING
6331 Haven Avenue, Suite 13, PMB 195
Alta Loma, CA 91737
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SERVICE SLIP/INVOICE #
1-888-747-3331
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Balance Fwd;, 32b
Invoice Total = - )o
Total Balance:; , _ ~.n(?
Terms:
Date: - -
Last Date: =' 1~~
Time In: ? ".;;.~~ 6.Fd
Phone: '`'' »3?t;~_t~~
Alt. Phone:
Comment:
Service Address:
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Amount .<,~~ .
CERTIFICATE of DESTRUCTION
s document certifies that the materials received and processed by Southland Shredding on behalf of
above company have been handled in accordance with all applicable state and federal guidelines and
be properly recycled.
amount of material destroyad:_.1. ~ ~'.~ j IbsJboxes Date: t ~ ~ . ~•-~ ~ ~i'~,~'
~ Witnessed b7
~ Certified by:
Company representative
Southland Shredding representative
Cross Street:
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SOUTHLAND SHREDDING SERVICE SLIP/INVOICE #
6331 Haven Avenue, Suite 13, PMB 195 1-888-747-3331
Alta Loma, CA 91737
outhl and
•T DESTRUCTION
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ON-SITE pOGV
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Attn: ..°'%P-tA8ltWjilGEL NGO
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Apr . AVAttE;M flLVD , ~:t91TE t!20
Service Address:
FIaF:.~-IA'S4PdGJC;EL NL;OA$'lOti-iEIM PtJLiCE DEPARTMENT
AtJAI-tElR4-:'.:"n ~d~F.9~t
Balance Fwd;; ,~; ;~
Invoice Total:'t;t 85.oa
Total Balance#4 ,OdS.np
Terms: ` • -~
Date: `- --'~`
Last Date,vf'e5f`~~
Time In: "CS:Oi2 Atv1
Phone: ';.ip.t•~-783q
Alt. Phone:
Comment:
cross street:
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Quantity UOM Services
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Amount:,; _< ;~ ;jp
CERTUFICATE of DESTRUCTION
This document certifies that the materials received and processed by Southland Shredding on behalf of
the above company have been handled in accordance with all applicable state and federal guidelines and
will be properly recycled.
amount of material destroyed: Ibs.lboxes Date:
~ ~\ !' `
teed by: ~' ~ uy.fepre,~en~at+~ief.~
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City of Anaheim
POLICE DEPARTMENT
Special Operations Division
To: Erlinda Compton, Records & Information Administrator
From: Barbara Nail, Records Manager
Date: February 3, 2006
RE: Destruction of Optical Disks
~~
~.
Anaheim Police Dept.
425 S. 1{arbor E31vd.
1naheim, G1 928115
TE[.: 714.765.140 I
PAX: 714.765.166
On today's date, a total of 119 Maxwell Optical Disk Cartridges were
destroyed by use of a hammer at the Anaheim Police Department. These
disks were the original medium on which our police records were scanned
and retained for production. The information contained on the disks was
converted several years ago to a new medium, rendering the Maxwell
disks as obsolete and therefore no longer of use.
Destruction of the 119 disks was overseen by APD Facilities Coordinator
Joel Ngo.
~/~
$igne~~,
ned/Dated
Note: Three disks were preserved for use in the Anaheim Police
Department's museum.
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~DVNDED ~~~~
City of Anaheim
POLICE DEPARTMENT
Special Operations Division
To: Erlinda Compton, Records & Information Administrator
From: Barbara Nail, Records Manager
Date: March 1, 2006
RE: DESTRUCTION OF HAM OPERATOR FILES
Anaheim Police Dept.
125 S. Harbor Blvd.
4naheim, CA 92805
rEL: 714.765.140 I
PAX: 714.765.166
The Anaheim Police Department used to process Ham Operator
Registrations, which consisted of a personal information page and a
photograph of the Ham Operator. These registrations were never
distributed within or outside of the Department and were not entered into
any type of database. The Police Department discontinued the
registration requirement several years ago however still have in our
possession registration files for the time frame of 1985 - 1988.
On the below listed date, all of the Ham Operator Registration files that
the Anaheim Police Department's Strategic Services Bureau had in their
possession have been destroyed by means of shredding.
Destruction of the Ham Operator files was overseen by APD Strategic
Services employee Anna McLaughlin.
F` ,
'~igned/f~fed (Ariha McLaughlin)
/~-~ /
Signed/Dated (Barbara Nail)