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RES-2008-188RESOLUTION NO, 2008 -188 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM APPROVING A RECORDS RETENTION SCHEDULE FOR THE ANAHEIM POLICE DEPARTMENT WHEREAS, Section 34090 et seq. of the Government Code of the State of California (the "Records Retention Law requires the retention and provides for the destruction of certain records, documents, instruments, books and papers of the City; and WHEREAS, to implement and assure compliance with the provisions of Section 34090 of the Government Code, Section 1.10.100 of the Anaheim Municipal Code requires each department of the City of Anaheim to develop a records retention schedule for all municipal records in the custody of such department which schedule shall be deemed the official records retention schedule for such department upon the approval thereof by the City Council; and WHEREAS, in accordance with the aforesaid provisions and requirements, the Anaheim Police Department (the "Department has heretofore developed a records retention schedule for all records in the custody of the Chief of said Department which schedule has heretofore been approved by the City Council; and WHEREAS, it is proposed to make certain changes to said schedule which changes will conform to the aforesaid provisions and requirements of law; and WHEREAS, the Records Policy Committee of the City of Anaheim has reviewed the Records Retention Schedule and recommends approval thereof; and WHEREAS, the City Council concurs with the recommended Records Retention Schedule as hereinafter set forth. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Anaheim that the Records Retention Schedule for the Anaheim Police Department, as more particularly set forth in Exhibit "A" attached hereto and incorporated herein by this reference, is hereby approved. THE FOREGOING RESOLUTION is approved and adopted by the City Council of the City of Anaheim this 28th day of October 2008, by the following roll -call vote: AYES: Mayor Pringle, Council Members Hernandez, Sidhu, Galloway, Kring NOES: NONE ABSTAIN: NONE ABSENT: NONE ATTEST: CITY CLERK OF THE CITY OF ANAHEIM 70864.1 /bgranato MAY F HE CITY OF A AHEIM 0 V PI mo• mot rM 0 `0, 0 c. A 00 rn D C-. 0 C4 Cr A C A o eD C' C Cs CD A C mg- co o 5 0 Cr ft CD cA Cs rD CD M rD °S 0 WI rfl A oco C ro 1- rt 0 0 0 co 0 0 r CD 0 0 0 0 crq n 0 0 0 0 5 a co co 0 c� n 0 0 c� 1- 1 �CnC-3►b 0 0 rD w o 0 CD 0 R°;, C V 0 0 m Po ro O CD n CD 0 n 0 0 O Q.. CD 0 n 0 0 0 b 0 0 0 r 0 b 0 D 0 cn 0 0 0 0 0: 0 -t 0 0 Crq N 4 a 0 0 0 0 0 0 0 N o' 0 Cr 0 0 O ■1 cD b 0 CD 0 w 0 co ct 0 0 Ca SD g 0 0 a 0°A cT 0 CD 0 0 n V) mi Co) ito C P III Ii 0 n 0 0 0 0 0 O 0 CD sn 0 0 O 0 0 CD 0 A 0 Z rip A p ri tA's a 5' O 0 c C!1 0 �C y z4 o �o b 0 fID co) Do o o C N O O C CO ON O pp O CAD ON O p 1 Swap Meets 1 Property, Non serialized Pawnbrokers Permits Pawnbrokers Pawn Slips Intelligence Daily Activity Crime Statistics Requests 1 Case Log Case Logs Automated Burglary Warrants Burglary 1 Investigations Division Burglary Detail Warrants Auto Theft RECORDS SERIES Investigations Division -Auto Theft/Warrant Detail Database 1 Database Other Database Other Case Files Logs Corres- pondence Other Logs Other Case Files Files Case Files CLASS CY +2Y 1 CY +5Y T +3 Y CY +2Y 5Y CY +2Y CY +2Y CY +2Y L +2Y CY +2Y b RETENTION DP 1 DP DP DP B &P 21628 28 CFR Part 23 1 DP DP DP DP I DP Statute of Limitations DP 1DP_ AUTHORITY Copy: Department of Justice (DOJ); approved license /applications Entered into the State automated Property System Public requests for crime statistics. Lists assigned reports for investigators "Access" database. Lists date of crime, location, victim, suspect description, loss and method of operation. 1 Record Copy: OC Warrant Repository. Includes Possession, Trespass, Prowling, Arson, Bombs. l Record Copy: OC Warrant Repository; Due Diligence are Originals MEATS d z� �C y z4 o z Wy 0 Electronic, Correspondence Correspondence, from Public Correspondence, from Other Law Enforcement Agencies Case Management System (RACT) (Records Management System Anti- Reproductive Data Worksheets Investigations Division Economic Crimes Detail Gang Books Gang Crime Task Force Arrests Investigations Division Crime Task Force/Gang Detail RECORDS SERIES Corres- pondence Corres- pondence Corres- pondence Other Other Other Case Files Case Files I Logs CLASS CY +2Y CY +2Y CY +2Y CY +2Y 5Y b b 5Y J RETENTION DP DP DP DP DP DP [DP DP LDP I AUTHORITY Record Copy: Internet Fraud Complaint Center (IFCC) Letters alleging crimes, making accusations or threats. If crime substantiated, a police report is completed; letter becomes part of investigative case file and follows retention for same. If crime substantiated, a police report is completed; letter becomes part of investigative case file. Tracking of case assignments, case status. Record Copy: Department of Justice (DOJ) 1 Retention determined by type of crime; permanent if homicide Documents imaged. Retained longer dependant on crime; permanent if homicide. 1 Used for statistical purposes [TENTS d ril id z *3 z o r'l z O VD IV 0 .4 ril g n 0 �o z z o z x 4 d r m g n 0 g FC yo z o y zx GA M x4 d r ril Latents, Solved Crime Major 1 Latents, Other crimes Fingerprint Cards Film Chemicals, Data Sheets Material Safety (MSDS) Current Discontinued I Calls For Service invrsuuguiiuii LLvi.wFd rorenslc cervices Detail Misdemeanor Felony I Elder Abuse Child Abuse I Calls For Service Investigations Division Family Crimes Detail RECORDS SERIES Other 1 Other Other Logs Other Logs Case Files Case Files I Report I Report I Logs 1 CLASS I CY +10Y L (100 Years from DOB) CY +5Y T +30Y CY +10Y ebb I CY +10Y RETENTION PC PC DP DP DP DP DP Based on statute of limitations I DP I DP DP 1 AUTHORITY Life of suspect; paper or photo Paper or photo Proof of criminal priors; civil uses only form of ID for deceased or disabled. If sealed by court order, retention follows court destruction date. Developed film stored in Photo Lab Record Copy: Manufacturer 2 years beyond case filing or statue of limitations for prosecution of offense. Non evidence paperwork related to specific cases. Statute of limitations 2 Y to permanent, depending on statute of limitations, appeals, status of case. MMENTS I g n O H d r I Homicide I Firearms Prohibition, DOJ "Tarasoft" 1 Felony Correspondence, from Public Investigations Division Homicide Detail Software Licenses I Photos, Mug Film Photos, Mug Digital Photos, Crime Scene Miscellaneous Photos, Crime Scene Major Latents, Unsolved Crime Major Investigations Division Forensic Services Detail (Cont) RECORDS SERIES Case Files 1 Report Case Files Corres- pondence Other Other Other I Other Other Other I CLASS 3Y 1 CY +2Y 1 1997 30 Y 1 CY +10Y RETENTION PC 799 DP Based on statute of limitations DP Generic I DP DP 1DP_ PC 799 PC 803(i)(1) PC 799/ 803(i)(1) AUTHORITY Record Copy: Depart of Justice (DOJ) Statute of limitations 2 Y to permanent, depending on statute of limitations, appeals, status of case. Letters alleging crimes, making accusations or threats. If crime substantiated, a police report is completed; letter becomes part of investigative case file and follows retention for same. Forensic lab computer software; maintained on -site while software used. c I 1 Changed to digital in 1997 1 Referenced for civil requests and appeals 1 1 Sex offenses with DNA Sex offenses with DNA; paper or photo MENTS CD DO CA mq C �D tZ I CZ O O O O N pp W Property Donations, to State of California (Property) Property Control Property Deposits, General Fund Receipts I Deposits, General Fund Auction Records Investigations Division Property Detail Property Control Homicide Officer Involved Shooting Missing Person Misdemeanor Investigations Division Homicide Detail (Cont) RECORDS SERIES Report Report Ledgers Other Ledgers Logs Report Case Files Case Files Case Files CLASS b b 1 RETENTION DP DP DP DP DP DP DP DP DP DP I AUTHORITY Property donated to the State. Retained in Property until case adjudicated, property disposed. Record Copy: City Treasurer. Excel document. Property given to Auction House. Record Copy: Property Detail. Copies retained in homicide file. Record Copy: OC DA's office. Copies of APD reports, interview transcripts, other agency reports, photographs, letter from DA. Kept until person located. Hard copy retained longer if crime determined; permanent if homicide. 2 years beyond case filing or statue of limitations for prosecution of offense. Non evidence paperwork related to specific cases. nIENTS 1 CD 0 N Zt O "S {7 0 CD uri O N 00 O W O O P d z z 4 o;' z O ■Jz 00 0 r n r 7:J t col O y 0 0" is c C O O O C1 L O N O0 O W O C" 4 n 0 4 e' I C y O z o z rii d r Work Schedules False Alarm, 9 -1 -1 Incidents Billing Equipment Manuals, Instructions, Procedures Dispatch, Manual Cards Computer Aided Dispatch (CAD) Audio Recordings telephone, radio dispatcher voice transmissions Attendance Alarms Records Operations Support Division Communications Unusual Occurrence Taser Use Ride Along Waivers Pursuit Critiques Operations Support Division Civil Liability Detail (Cont.) RECORDS SERIES Other Report I Other Other Other Other Report Other Report Report 1 Other Report CLASS CY +2Y CY +2Y 1 WC CY +5Y CY 5 Y CY +1Y CY +5Y CY +2Y CY +2Y CY +2Y 1 CY +2Y CY +2Y 1 RETENTION 29 CFR 516.6(1), 29 DP Generic DP DP GC34090 GC 34090, 34090.6 DP LGC34090 DP DP 1 DP CVC 14602.1 1 AUTHORITY 1 Includes daily work schedules. CFR 1602.14; BNA Record Copy: Finance Retained until use of equipment is terminated. Follows call- history retention; cards used during CAD downtime. Back -up tapes, unit call histories. Considered a copy and can be destroyed when no longer required. State guidelines 180 days. Historical value. l Copies; if claim filed, report becomes part of claim. 1 Copies; if claim filed, report becomes part of claim. 1 If claim filed, becomes part of claim. Copies; originals to CHP and WC; Out of Procedures become part of IA file. 1 COMMENTS 1 1 Parolee RTC Juvenile Detention 1 Jail Inspection, Juvenile Justice 1 Jail Inspection, Health Jail Inspection, Grand Jury Jail Inspection, Fire Jail Inspection, California Department of Corrections (CDC) Jail Incidents Jail Daily Bulletin Jail Booking Recovery Receipts Jail Booking INS Holds Inmate Workers Inmate Medical Treatment In- custody Death Booking /Surveillance Bail Operations Support Division Detention Facility RECORDS SERIES Invoices Logs 1 Reports 1 Reports Reports Reports Reports Reports Other Other Logs Other Files Invoices Case Files I Videos Receipts 1 CLASS CY +3Y CY +2Y 1 CY +2Y 1 CY +2Y CY +2Y CY +2Y CY +2Y 5Y CY +2Y CY +2Y CY +2Y CY +2Y CY +2Y CY +3Y b CY CY +2Y 1 RETENTION DP DP DP 15 GC 15 GC 1 15 GC 1032 DP DP DP LDP GC34090 DP GC34090 I DP DP LGC 34090.6 DP Copies; originals i nvoices sent to State. Record Copy: Detention Facility 1 Record Copy: Orange County Health Department Record Copy: Grand Jury Record Copy: Fire Depaitment Monthly, annual Record Copy: State Board of Corrections. Biennial Copies; originals on file with INS. 1 Includes Commitment orders, receipts, time served documentation. Copies; documents medical treatment received for invoice verification. Record Copy: OC DA's office. Copies of APD reports, interview transcripts, other agency reports, photographs, DA letter. Record Copy: Superior Court North Justice Center 1 COMMENTS 1 Pt t er) 45 GA Q e Zt 4 1 O b R C 4 c f9 a o�' O O 01 VZ O N pp O W O 01 g n O 4k y ril O i z o y CA ril d r r bQ o N 0 N W CD 2:i t ft) AD cot cot O r E 0 0 C fD a JI 0 vD N O O OT n 0 1-i 0 I-4 o y z x 4 r d r m Notices to Bill I Fax Transmissions (Records) Court Calendar, Daily 1 Clearance Letters Citation Worksheet Case Manual I Budget Worksheets Bicycle Licenses Audits, CJIS,CORI Attendance, Bureau, Monthly Attendance, Employee, Monthly Arrests, Conviction (Misdemeanor Marijuana) Operations Support Division Records Bureau I Personnel Not hired Personnel Hired; currently employed Personnel Grievance Operations Support Division Professional Standards Bureau RECORDS SERIES Other Log 1 Other Logs Logs Other Report Report Report Case Files I Files Files Files CLASS CY +2Y CY +2Y 1 CY +2Y 1 CY +2Y CY +2Y CY +2Y CY 3 Y CY +2 Y CY +2Y CY +5Y _I CY +2Y L +2Y I CY +3Y .d I T +5 Y 1 RETENTION Generic DP 1 PC 11105.3, 13300 ©(8), and 13321 DP Generic H &S 11361.5 1 GC 34090 29 CFR 16273, CCR Sec 1174; LGeneric I AUTHORITY Includes private party impound Court Liaison Office North Justice Center 1 Local record review for Visa, Immigration, foreign adoption, housing authority, persons of record. I Court Liaison Office North Justice Center I Lists numbers, date and assigned detective. 1 Copies; Fire Department is OFR i Copies; State Department of Justice is OFR 1 Mandatory destruction from date of conviction or date of arrest with no conviction. MMENTS l CD 0 y cn O '0 Ct• 0 O N pp O C O O■ Sealing, Juvenile Sealing, Adult Revenue Deposit Slips Register Tapes I Registrants, Juvenile (Sex, Arson, Narcotic) Registrants, Adult (Sex, Arson, Narcotic) Productivity, Shift, Monthly I Productivity, Employee, Daily Productivity, Bureau, Monthly Private Party Impound (PPI) Repossessed Vehicle Off -call Notifications Monthly Arrest Citation Register (MACR) Misdemeanor Marijuana Massage Technicians, Taxi Cab Drivers, Escorts, Sex Oriented Businesses, Dancers, Fortune Tellers, Solicitors and Vendors Operations Support Division Records Bureau (Cont.) I RECORDS SERIES Mandated 1 Mandated Court Ordered Destruction Other Files Files Report Report Report Logs I Other Report Report citation Applications 1 CLASS CY +2Y 1 CY +2Y CY +2Y CY 5 Y CY +2Y I CY +2Y CY +2Y 2 years or subject turns 18 years old CY +2Y 1 RETENTION Pursuant to PC 851.8 East, West Main Front Counter Pursuant to PC 290 et seq.; PC457.1 et seq.; H &S 11590 et seq.; H &S 11594(a); If released from CYA, records destroyed after age 25 or sealing pursuant to W &I 781 Electronic copy; Pursuant to PC 290 et seq.; PC 457.1 et seq.; H &S 11590 et seq.; H &S 11594(a) 1 Receipt of cancellation of standby status 1 Copy; State Department of Justice is OFR L Pursuant to H &S 11361.5; 2 year mandatory destruction; juvenile offender retain until 18 years of age Copies: Business License is OFR MENTS g n 0 p 1 Daily Activity Aircraft/Flight (Helicopter) HELICOPTER Special Operations Division Strategic Services Bureau j Policies, Procedures Departmental Manuals, Departmental 1 Maintenance Special Operations Division Homeland Security 1 Vehicle Abatement Program Traffic Statistics 1 Towing Contracts, Rotational Radar Calibration Records 1 Fatalities, Traffic Collisions Emergency Cost Recovery Operations Support Division Traffic Bureau (Cont) RECORDS SERIES Logs Logs Other Other Logs Logs Report I Other Other 1 Reports Report 1 CLASS CY +10Y WC+5Y CV 5Y CY +3Y CY +2Y I CY +3Y CY +6Y 1 RETENTION DP 1 DP Generic DP DP DP DP 1 DP DP DP DP 1 AUTHORITY HC book maintained with aircraft throughout life of aircraft; transferred w /change of ownership Minimum 2Y 1 1 Includes dispositions 1 Traffic collisions, citations, enforcement. Monthly 1 Record copy: City Clerk 1 l Documentation of instruments retained during use /ownership. C Driving Under the Influence (DUI) involved in traffic collision; Response Cards, billings I 1 COMMENTS sw tra 0 N W tV CO d en P v K y z oZ z w y 0 VD IV 0 r g n 0 P *9 yo zx aril ril d r r g n 0 g *9 o z o y zx c.)r x4 d r 1 Petty Cash Requests Personnel Workers Compensation Payroll Parades, Special Events Permits Organization Charts o Notes, handwritten I Material Drawn from Stock I Itineraries Interdepartmental Charges I Front Counter Receipts 1 Fixed Assets i Financial Records, Depth twental 1 Expense Claims Employee /Supervisor's I I Drafts I Delivery Requests Generic (Cont) RECORDS SERIES Other Files Reports Files Other Other Forms Other Reports Other Report Files I Other Logs Other Forms CLASS CY +3Y T +5Y CY +2Y 1 CY +2Y CV +2Y DI CY +2Y CY +2Y CY +3Y CY 3 Y 1 CY +2Y CY +3Y I CY +3Y CY DI 1 CY +2Y Generic Generic Generic DP Generic 1 Generic Generic Generic Generic Generic I Generic Generic L Generic DP Generic 1 Generic Notes that do not reflect relevant matter, history. May include cash register tapes, receipts, deposit slips l Forwarded to APD Prof. Stds for permanent employee file after 1 year. Office memos, minutes, internal reports, working files duplicating official record files. _CO: g n 0 jI; r