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Title:
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Consideration of a Resolution Authorizing the Destruction of Records in the Police Department.
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City of Culver City, California
City Council Agenda Item Report
Meeting Date: 03/27/06 Item Number: A-10
AGENDA ITEM: Consideration of a Resolution Authorizing the Destruction of
Records in the Police Department
Contact Person/Dept.: William L. Burck Phone Number: 310-253-5640
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No []
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification: Master Notification List (03/23/06)
Department Approval: William L. Burck
(03/23/06)
CAO Approval:
Martin R. Cole for Jerry B. Fulwood
(03/23/06)
City Controller Approval:
Marlee Chang (03/23/06)
RECOMMENDATION
That the City Council adopt the Resolution authorizing the destruction of certain files
in the Police Department which are listed in Exhibit “A” of the Resolution.
BACKGROUND
The Police Department maintains thousands of records. Storage space for such
records is restricted by the physical limitations of the building and records become
obsolete and useless.
DISCUSSION
This request is part of an ongoing records management program by the Police
Department. California Government Code Section 64090 provides the authority for
the destruction of documents that are more than two years old and are no longer
required. This Section also requires the consent of the City Attorney and
authorization of the City Council prior to the destruction of any documents.
The documents listed in Exhibit “A,” attached to the Resolution, have been reviewed
in accordance with the provisions of the Government Code and meet those
requirements for destruction. Records known to be related to litigation or anticipated
litigation are isolated and are not part of this destruction request. The City Attorney
has consented in writing to their destruction (see attachments).
City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS
Funding for the outside cost of the physical destruction of the documents is
estimated to be $2,000.00 and has been budgeted.
ATTACHMENTS
1. Resolution
MOTION
That the City Council:
Adopt the Resolution authorizing the destruction of certain files in the Police
Department.
MEETING DATE: March 27, 2006
AGENDA ITEM: Consideration of a Resolution Authorizing the
Destruction of Records in the Police Department.
ATTACHMENTS
Pages
L Resolution
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RPDDESREC
(jam)
RESOLUTION NO. 2006-R
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CULVER CITY, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN OBSOLETE RECORDS
RETAINED WITHIN THE POLICE DEPARTMENT.
WHEREAS, the Chief of Police has advised the City Council that certain
records within the Police Department become obsolete within a specific time; and
WHEREAS, there has become a critical need for storage space in the Police
Department facility; and
WHEREAS, the Chief of Police has certified that the records specified in
Exhibit "A", attached hereto and incorporated by reference herein, are obsolete and not
required for any pending criminal or civil litigation; and
WHEREAS, the City Attorney has approved the destruction as required by
law.
NOW, THEREFORE, the City Council of the City of Culver City, DOES
HEREBY RESOLVE as follows:
1. As authorized by Sections 34090 and 34090.6 of the Government
Code of the State of California and with the consent of the City Attorney, the City Council
hereby approves the destruction by the Chief of Police of records described in Exhibit "A".
APPROVED and ADOPTED this day of
ALBERT VERA, MAYOR
City of Culver City, California
ATTEST: APPROVED AS TO FORM:
CHRISTOPER ARMENTA, City Clerk CAROL A. SCHWAB, City Attorney
-1-
2006.CattielL CI TY
INTEROFFICE MEMORANDUM
To: WILLIAM L. BURCK
Interim Chief of Police
From: CAROL SCHWAB
City Attorney
Subject: WRITTEN CONSENT TO DESTROY OBSOLETE RECORDS
This is to provide written consent to your department to destroy obsolete
records as enumerated on Attachment A.
AttachmentExhibit A
Police Records Destruction
Document Classification:
Destruction Period
(In years preceding 01/01/06, unless
otherwise stated, unless otherwise
specUied.)
Al! index cards, photos, and data entered into the police department's computer
associated with any cases approved or previously approved for
destruction_ Excludes: Name, DR and Arrest fields and computer
ledgers.
Arrest Logs (Booking Log) 5
Bail Receipts 2
Bicycle License Applications and related reports 2
Call Cards 2
Computer Data (Includes Calls, Reports) Excludes: Name, DR and Arrest fields. 2
Concealed Weapon Applications and related documents 2
Copies of Receipts 2
Complaints (Including Citizen Complaints and internal) and associated reports. 5
Crime Reports (Excluding Homicide, Sex Crimes, Arson, Theft of Public Funds
and others for which the statutory retention period exceeds 5
years.) Includes all associated reports and notes.|1010|Field Interview Cards 2
Logs 2
Jail Register 10
Miscellaneous Office Correspondence 2
Marijuana Citations 2
Money Transmittals 2
Monthly Statistical Reports 10
Non-Criminal miscellaneous reports (Dog Bites, Injuries, I.O.D. paperwork, etc.) 5
Non-injury Traffic Collision Reports 5
Officers Daily Logs 2
Recovered Vehicle Reports 5
Repossession/Private Impounded Vehicle reports 5
Retired personnel records 5 (After retirement
date.)
Sex and Narcotic Registrant Records 5
Supervisor Logs|1010|Traffic Citations 2
Traffic Collision (non-fatn1 & no prosecution) reports 5
Traffic Collision reports (Injury but non-fatal) 5|1010|White Card Files 5 (Using last entry)
Yard Sale Permits|1013|