HomeMy WebLinkAboutReso 50-2016 (16-202)File Number: 16 -202
City of South San Francisco
Resolution: RES 50 -2016
P.O. Box 711
(City Hall, 400 Grand Avenue)
South San Francisco, CA
Enactment Number: RES 50 -2016
RESOLUTION AUTHORIZING THE DESTRUCTION OF VIDEO
RECORDINGS FROM VIDEO SURVEILLANCE SYSTEMS ON CITY
OF SOUTH SAN FRANCISCO PROPERTY AFTER ONE YEAR OF
RETENTION AND AMENDING THE INFORMATION TECHNOLOGY
DEPARTMENT'S SECTION OF THE RECORDS RETENTION
SCHEDULE.
WHEREAS, the City of South San Francisco ( "City ") adopted an ordinance adding Chapter 8.65 to
the South San Francisco Municipal Code pertaining to the installation and use of video surveillance systems
on City property; and
WHEREAS, California Government Code Section 34090.6 allows for the destruction of recordings
of routine video monitoring after one year of retention if the destruction is approved by the legislative body
and written consent of the City Attorney is obtained; and
WHEREAS,
City department
heads ( "Department Heads ")
and the South San Francisco Police
Department ( "Police
Department ") are responsible for immediately
notifying the Information Technology
Department ( "ITD ")
of any recordings
being used as evidence in claims filed or pending litigation; and
WHEREAS, any recordings being used as evidence in any claim filed or pending litigations are
excluded from the routine destruction process; and
WHEREAS, ITD will seek written approval from the City Attorney each year prior to the destruction
of video recordings; and
WHEREAS, the City Attorney, or his designated representative, shall verify with the Department
Heads and the Police Department, that the recordings contemplated for destruction do not include any of the
categories for which a hold has been placed; and
WHEREAS, after obtaining written authorization from the City Attorney, ITD will destroy the
records; and
WHEREAS, the destruction of video surveillance recordings contemplated by this resolution will
necessitate making an amendment to the Information Technology Department's section of the Records
Retention Schedule and the corresponding Records Retention Index to include routine video recordings are
retained for one year after recording date.
ON afNauth .Can Fronrisen Pave 1 Printed an 513116
File Number: 16 -202
Enactment Number: RES 50 -2016
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco
that the City Council hereby authorizes the Information Technology Department to destroy routine video
recordings captured by video surveillance systems on City property after one year of retention, subject to
written approval by the City Attorney, and authorizes the City Clerk to amend the Information Technology
Department's section of the Records Retention Schedule and the corresponding Records Retention Schedule
Index to reflect this destruction policy.
At a meeting of the City Council on 4/27/2016, a motion was made by Liza Normandy, seconded by Pradeep
Gupta, that this Resolution be approved. The motion passed.
Yes: 4 Councilmember Normandy, Councilmember Matsumoto, Vice Mayor Gupta, and
Mayor Addiego
Absent: 1 Councilmember Garbarino
Attest by
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Chv afRnuth .San Franeken Pare 2 Printed an 514116
ONTO OF SOUTH OAk F0MUSCO
RECORDS RETEHr O
2016
Adopted by Reso #74 -2003, August 13, 2003
Amended February 23, 2005 — Resolution 21 -2005
Amended September 14, 2011 -
Resolution 115 -2011
Amended January 25, 2012 — Resolution 5 -2012
Amended May 22, 2013 — Resolution 45 -2013
Amended February 17, 2016 —Resolution 19 -2016
Amended April 27, 2016- Resolution -2016
LEGEND /DEFINITIONS
Records Retention
A
= Active (while a document or work is still in progress)
Ad
= Adoption date
Au
= Audit (an audit is performed at the end of each fiscal year — to be completed
by 12/31)
C
= Current (current year, any record or file that is made within the current
calendar year; the retention period begins the first day of the following year,
i.e., C +2 means a record created in 1998 plus the next two calendar years
would be eligible for destruction in 01/01/01).
Cr
= Creation date
CI
= Closed (completed)
Dbase
= Database
DOB
= Date of Birth
E
= Election date
Electr
= Electronic Record (information that meets the Electronic Records Policy, see
below)
HC
= Hard Copy Record
I
= Image (a digital representation of an original paper document)
L =
O =
P =
Record =
S =
T =
Life
Obsolete
Permanent (the record is determined to be of permanent value to the City;
original records affecting the title of real property or liens thereon, minutes,
resolutions, ordinances)
Information maintained by the City in the form of a hard copy document, an
image of a hard copy document, information contained in a database, or an
Electronic Record maintained pursuant to the Electronics Records Policy
Supersede (only retain the current version; once that version has been
revised the older version should be destroyed to eliminate any confusion)
Termination (upon termination of contract, obligation, program, employment
or case files)
CITATIONS
B &P = California Bus & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Envt'I Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H &S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Saf & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
1
Electronic Records Policy
Regardless of the format in which official City records are stored, all official information will be
stored in a trusted environment when required and in compliance with the City's adopted record
retention schedule.
Provided that required conditions are met, certain Electronic Records can take the place of the
original hard copy for those records identified as "Electr" within the adopted records retention
schedule. In order for an Electronic Record to be deemed as the original record, the Electronic
Record must satisfy all of the following requirements:
a) The Electronic Record can be reproduced on any medium that is a trusted system, and
that system does not permit additions, deletions, or changes to the original document;
b) The device used to reproduce the Electronic Record is one which accurately and legibly
reproduces the original thereof in all details and that does not permit additions, deletions,
or changes to the original document images;
c) The Electronic Records are made as accessible for public reference as the original
records were; and
d) A true copy of archival quality of the Electronic Record shall be kept in a safe and
separate place for security purposes.
If any portion of a record cannot be reproduced with full legibility, then no page of that record,
paper, or document shall be destroyed. All Electronic Records shall be backed up regularly
either by the City's Information Technology (IT) Department or by an outside service approved
by the IT Department. The backed up records shall be kept separately.
Format of Electronic Records
The City IT Director shall approve Electronic Records retention storage formats prior to that
particular format qualifying as an official City record. Upon format approval, that particular
format will be listed within the document retention schedule, where applicable.
For electronic records which are images, all approved formats for Electronic Records
that involve copies of original documents must also adhere to the AIN ARP1 -2009
Analysis, Selection, and Implementation of Electronic Document Management Systems,
( "ARP1- 2009 ") sections 5.4.1.4 and 5.4.2.4, concerning uniform standards for image
format and compression.
For electronic records which are stored as data in a database management system
(defined below) rather than an image of a document, the following conditions must be
met:
1. The database system must be authorized by, and must be
supported /maintained by the IT Department.
2. As part of the support that IT Department provides, the database is
backed up in a secure server environment that only authorized IT
Department staff are allowed access to;
3. The database system is either maintained by IT Department or is under
contract for maintenance that is authorized by IT Department.
4. The database contains safeguards against altering records, as described
under "Trusted System" below; and
5. Authorized users of the database cannot in the normal course of their
duties lawfully alter data in the database (see Trusted System below).
6. IT Department has protections in place that are designed to prevent
unauthorized users from access to the database or database system.
A database is defined as
... any collection of data, or information, that is specially organized for rapid
search and retrieval by a compute r....A database management system (DBMS)
extracts information from the database in response to queries.
A database is stored as a file or a set of files on magnetic disk or tape, optical
disk, or some other secondary storage device. The information in these files may
be broken down into records, each of which consists of one or more fields. Fields
are the basic units of data storage, and each field typically contains information
pertaining to one aspect or attribute of the entity described by the database.
Records are also organized into tables that include information about
relationships between its various fields. Although database is applied loosely to
any collection of information in computer files, a database in the strict sense
provides cross - referencing capabilities. Using keywords and various sorting
commands, users can rapidly search, rearrange, group, and select the fields in
many records to retrieve or create reports on particular aggregates of
data .... (from Encyclopedia Britannica).
Examples of databases used by the City include at this time: the Eden Financial System; the
Highline Payroll System; the CRW permit and Business License System; the CLASS Recreation
System; and the Geographical Information System (GIS).
Trusted System
A trusted document management system ( "Trusted System ") means a combination of
techniques, policies and procedures for which there is no plausible scenario in which a
document stored from or reproduced by the system could differ substantially from the document
that is originally stored. A Trusted System will ensure that all electronically stored information
can be considered to be a true and accurate copy of the original information received regardless
of the original format.
A Trusted System must be able to ensure that at least two (2) separate copies of the
electronically stored information can be created that meets, at a minimum, all the following
conditions:
a) The Trusted System must utilize both hardware and software storage methodologies
to prevent unauthorized additions, modifications or deletions during the approved
lifecycle of the stored information.
b) The Trusted System's methods must be verifiable through independent audit
processes.
c) The Trusted System must write at least one copy of the electronic document or
record into electronic media that does not permit unauthorized additions, deletions,
or changes to the original document and that is to be stored and maintained in a safe
and separate location.
For records which are stored as images, an authorized system user could not alter a document
stored in the system, and a Trusted System ensures that stored images are true and accurate
representations of the original. For records stored as data in a database, the data can only be
modified by authorized system users in a manner in which the change is authorized and logged.
For example, after a payroll file for a certain time period is finalized and executed /distributed by
the Finance Department, authorized users cannot, after the fact, go back and change the
information contained in that database for any employees' pay rates, etc. contained in that
payroll run. A change in an employee's pay rate would only be authorized as a new action in the
database, would have protections in place limiting who can execute those changes, and, rather
than erase the old pay rate, the database would store the change as a new record as of the
date it is entered /accepted into the system by an authorized user. That new record would then
be subject to review by an authorized database system administrator. In that way, a history of
the changes to one employee's pay rates, for example, can be viewed in the payroll system's
log that can be accessed and reviewed by that system's authorized administrators, either in the
IT Department or in the host department.
Policy Implementation
In order to implement this electronic records policy, the City Clerk and the IT Department will
maintain a set of internal document management procedures which will accomplish the
following:
• describe how information will scanned, indexed, and verified;
• describe how the system will be secured from unauthorized access;
• describe how documents will be secured from unauthorized modification or alteration;
• describe how authorized modification of documents will be managed, including audit trail
information and the ability to retrieve any previous document version required to be
maintained;
• describe how the system will adhere to the published records retention schedule;
describe how the records will be store to protect from fire, flood, or vandalism; and
• describe how these policies and procedures will be followed.
RECORDS RETENTION SCHEDULE
INFORMATION TECHNOLOGY
Information Technology
Records Series Title
Retention
Citation
Remarks
Annual fiscal year and calendar
GC34090 et.
Considered an electronic communication and
year full backups
C +7
seq
can be destroyed when no longer required;
retention based on administrative value
Stored off -site; Considered an electronic
Until no
GC34090 at
communication and can be destroyed when no
Monthly full backups
longer
longer required; retention based on
required
Seq'
administrative value
Considered an electronic communication and
Daily full backups
30 days
GC34090 et.
can be destroyed when no longer required;
seq.
retention based on administrative value; recycle
to es
Internet, World Wide Web
C +2
GC34090
Management/policies and supporting
documentation
Inventory information systems
C +2
GC34090
Hardware /software inventory logs; systems
manuals
Licenses
C +2
GC34090
Forms, documentation required by Federal or
State Agencies
Network information systems
GC34090;
(LANMAN)
C +4
CCP 337.2;
Configuration maps and plans
CCP 343
Video recordinas from Video
SSFMC
Footage from Surveillance Systems on Citv
Surveillance System on City of
Cr +1
Chanter
of South San Francisco Property
South San Francisco Property
8.65
24