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RES-2011-020RESOLUTION NO. 2011 -020 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, documents, 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 her 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 Anaheim this 15th day of February , 2011, by the following roll call vote: AYES: Mayor Tait, Council Members sidhu, Eastman, Galloway, Murray NOES: NONE ABSENT: NONE ABSTAIN: NONE ATTES : CITY CLERK OF THE CITY IDF ANAHEIM CITY O 1VI B Y MAYOR OF THE CITY OF ANAHEIM APPR VED: CITY ATTORNEY OFT E CITY OF ANAHEIM 81294.1 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 20 21 22 Record Series Subpoenas, logs & requests for tapes Police Clearance Letters Parking Citations Notice to Appear Citations (Movers) Traffic Statistics Emergency Cost Recovery Billings Misc Correspondence Budget, work copies Admin Reviews (Parking) Admin Citation Refunds Collection Receipts Case Files, Misdemeanor (HC) Credit Card Statements Expense Claims Petty Cash Receipts Message & Reply forms Hotel /flight reservations Pawn slips Event (Daily Activity) Logs Check requests Collection Officer Receipt (COR) forms Correspondence, public Retention Code CY + 2 CY + 2 CY + 2 CY + 6 CY + 2 CY + 6 CY + 2 CY + 2 CY + 2 CY + 2 CY + 6 CY + 2 CY + 3 CY + 3 CY + 3 CY + 2 CY + 2 CY + 2 CY + 2 CY + 3 CY + 3 CY + 2 Year 2007, 2008 2008 2006-2008 2003, 2004 2007, 2008 2002-2004 2002-2008 2007, 2008 2005 —2007 2004-2006 2002-2004 2005 2007 2001 -2007 2007 2007, 2008 2008 2007, 2008 2008 2007 2007 2005 —2007 23 Applicant paperwork CY + 2 1989-2001 2007, 2008 24 CAD back -up tapes CY + 5 2005 25 Internal Investigations * CL + 5 2001-2005 26 Intelligence Files CY + 5 2005 27 Warrant Files, Served L + 2 2003, 2004 28 Training Bulletins CY + 9 1999, 2000 29 LEB (Law Enforcement Bulletins) CY + 9 1999, 2000 30 Legal Updates CY + 9 1999, 2000 30 Work Requests & Logs CY + 2 2007 31 Canine Use Reports CY + 2 2008 32 Claims, copies only CY + 2 2005-2008 33 Pursuit Critiques CY + 2 2005-2007 34 Ride Along Waivers CY + 2 2008 35 Taser Use Reports, copies CY + 2 2008 36 Unusual Occurrence Reports CY + 2 2008 37 Productivity Reports CY + 2 2007, 2008 38 Timesheets, copies CY + 2 2007, 2008 39 Jail Booking Logs CY + 2 1987 —1989 40 Jail Bulletins CY + 2 1990 —2001 41 Bail Receipts, copies CY + 2 1997, 1998 2001 —2006 42 Juvenile Detention Logs CY + 2 1996 —2006 43 INS Holds CY + 2 1999 —2001 44 Inmate Worker files CY + 2 1992 —2000 2006, 2007 45 Jail Videos CY 2003 46 Vendor invoices, receipts CY + 3 1990,1991 1994,1995 2001, 2006, 2007 47 Confidential Informant Files T + 10 1971 -1999 48 Personnel, Not Hired /Disqualified CY + 3 2002-2007 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 Department's records. *IA Files: 01 C001- 01CO53 02C001- 02CO88 03CO01- 03C105 04C001- 04CO67 05C001- 050035 05CO37, 05C042, 05C043, 05C048 _0110 C ornerston e, �O�'I1���C ©T�' Thu Mar 10, 2011 1 next:Tue 3/15/11 City of Anaheim* 425 S. Harbor Blvd. POLICE DEPT. Anaheim, CA 92805 Contacts: Bunny Baum (714)765 -1847 Joel Ngo Cornerstone Records Management 16201 Stagg St - Van Nuys, CA 91406 (818) 341 -1333 - Fax (818) 933 -0006 Plant Scheduled Ticket # 5007948 Directions Routine Instructions POLICE DEPT. /ON SITE ONLY W -W PROVIDE COPY OF WORK ORDER 160 -200 MIN Special Instructions SIGNATURE OF CONTACT REQUIREDII Room Description Service Item Qty Pick Up Drop Off 100 Boxes (count) Boxes (count) 100.00 Time In: Time Out: Driver: Quantity: +/- Service I Comments DESTRUCTION STATEMENT - On the date shown, designated confidential material was shredded and destroyed as per our instructions. I X C ert1 " ficate of Destructi NAID Cornerstone Records Management hereby confirms that the documents, records, files, and products as supplied to Cornerstone Records Management have been permanently destroyed. ENVIRONMENTAL t STATEMENT Cornerstone Records Management is s _ committed to a clean and safe u environment. All shredded material that We Recycle is recyclable is taken to a paper mill to s be processed into nex- products. MSU 2 11321226 , "Our Interest is keeping Your Interests Private" Page I Certificate of Destruction An e� l�e; r Po I c-e 1De c e n Company Name � c- - Address L\ Z5 s. karbo r a\yd . Ar,aMej v CA ctzos SA Recycling Certifies That On Sep e - ber 21, Zo 11 - 1 - 1 , ,e a.ke 1 ry, \ ce t7epa, km en 4_ des rc- ed 121 be e s d e a ¥o- s. Has Been Scrapped, Crushed and totally.Destroyed o �/ C. Si nature �� � � ,g Title U) ► rm fj �P Date IA, SA Recycling 3200 E. Frontera St Anaheim Ca, 92806 (714) 632 -2000 Fax (714) 630 -5836