HomeMy WebLinkAboutReso 10-2001 RESOLUTION NO. 10-2001
CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO
A RESOLUTION AMENDING RESOLUTION
NO. 170-86 RELATING TO THE RETENTION
OF CITY RECORDS
WHEREAS, state law generally authorizes a city to destroy records that are more than
two years old and that are no longer required; and,
WHEREAS, Resolution No. 170-86 establishes records retention schedule for various
types of documents maintained by the city of South San Francisco. The schedule establishes a
minimum amount of time for which records must be maintained by the city; if state or federal
statutes, or another city policy requires the continued maintenance of the records, the records are
not destroyed; and,
WHEREAS, the Police Department maintains numerous records that are subject to
various retention requirements under state and federal law, and the types of records maintained
by the Police Department are not described in detail in Resolution No. 170-86; and,
WHEREAS, the Police Department wishes to amend Resolution No. 170-86 to allow
purging of certain records after two years; and,
WHEREAS, the retention periods suggested by the Police Department are consistent with
the Local Government Records Retention Guidelines (August 1999) prepared by the City Clerks'
Association of California.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San
Francisco that Exhibit "A" of Resolution 170-86 is amended as follows:
1. The following items are deleted from the Records Retention Schedule:
"Accident Reports
"Accident/Incident Reports
"Police Reports
"Police Reports, Misc
5Y"
5Y"
5Y"
5Y"
2. The following items are added to the Records Retention Schedule:
"Accident/Incident Reports Involving
City Property/Personnel
"Police Field Interview Records
"Police Reports, Incident
"Police Reports, Formal
7y~,
2Y"
2Y"
5Y"
I hereby certify that the foregoing Resolution was regularly introduced and adopted by
the City Council of the City of South San Francisco at a Regular meeting held on the 14th
day of February , 2001 by the following vote:
AYES: Councilmembers Pedro Gonzalez, Karyl Matsumoto and John R. Penna, Mayor
Pro Tem Eugene R. Mullin and Mayor Joseph A. Fernekes
None.
NOES:
ABSTAIN:
None.
ABSENT: None.
City Clerk'
J:\WPD\Mnrsw\405\001 \RESO\2001 \SS F Resolution_Records.doc
CITY OF SOUTH SAN FRANCISCO
DESTRUCTION OF RECORDS
DEPARTMENT: Polic_e
The following records are proposed for destruction:
Record File Title
Years Included
Field Interview Records
Incident Rel>orts
,.Restraining Orders
Arrest Records
(Except Homicide
Arrest Records)
Prior to i/1/99
Prior to 1/1/99
Expired Prior to 1/1/99
Prior m 1/1/91
Daily ActiviW Logs
Accident Re~orts
Crime Reports
Citizen Complaints
Personnel Actions
(Exce~ Vehicular
Manslaughter Reports)
(Excel~t Homicide Reports)
Prior to 1/1/96
Prior to l/1/96
Prior to 1/1/96
Prior to 111/95
Prior to 1/1/95
Dispatch Incident/Status Gar_ds (Used when CAD down}
Field Train~g Officer Training Files
Prior to 1/I/99
.
Prior to
Background Documents of Unsuccessful Department Applicants
Prior_to I/1/99
AUTHORIZED SIGNATURES:
Destruction Recommended
Department Head
Consent to Destruction
City Manager_ Date__
I certify that these records have been retained in accord with Government Code Section 34090 and are no IoniZer'
needed, or that the records meet the requirements for des/~on specified in Government Code Sections 34090,
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