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HomeMy WebLinkAbout2015 Records Retention Schedules / Authorization for Amendme City of Huntington Beach INTER-DEPARTMENT COMMMUNICATION Date: October 8, 2015 Subject: REQUEST TO UPDATE RECORDS RETENTION SCHEDULE Department: Library Services Version #: 11.0 Proposed updates to the Records Retention Schedule for Library Services are attached in a "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. t have reviewed and approved the proposed updates to the Records Retention Sched es. epartsKen a at City k D to C#Kbroger Date City Attor ey D to ver. 1 t0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Category ID# Records Description Retention 1 Disposition Comments/Reference Record Image: Destroy Active Inactive Total edia I=Import Paper (OFR) (in office) (Off-site, Retention :LLoptions ediaTPO after OD or Mfr) S=Scan Imaged 8 If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions be in when the act is completed. and imply a full file folder e. . last document+2 ears since destruction is normally erformed by file folder. Ufi ation claims com laints audits,Pendina records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. The City does not use eligibility lists; EEOC/FLSA I ADEA(Age) Applications for Employment or requires 1-3 years; State Law Library LIB-001 Resumes I Recruitment Files. 3 years 3 years Mag, Ppr requires 2-3 years;29 CFR 1602 Library Part-time positions et seq& 1627.3(a)(5)and(6), 2 CCR 7287.0(c)(2),8 CCR §11040.7(c),GC§§12946, 34090 Libra LIB-002 Complaints and Compliments 2 years 2 years Mag, Ppr GC§34090 Finalise Lab-BBS Meeting Room ReGe late, Gash 2 yeaFs 1 yea 3-YeaF6 M89, PPF W. $e _ FCC requires 5 years after the last Library LIB-004 E-Rate Records(Discounted 5 years 5 years Mag, Ppr day of delivery of discounted Internet Access) services; FCC order 04- 190 B 1 46 ; GC§34090 _ Library LIB-005 Emergency Contact List Su ehhen Superseded When Mag, Ppr Transitory Record;GC§34090 When No When No Library LIB-006 Friends of the Library Longer Longer Mag, Ppr Non-records; GC§34090 Required Required HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4/15 Ver. 11.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Category ID S Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for Ci -Wde Standards Retentions begin when the act is completed and imply a full file folder e. . last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, auditspending records requests, and/or investigations sus end normal retention Penods retention resumes after settlement). Grants: LSCA(Library Services and Construction), LSTA(Library Services and Technology), SLRC (State Literacy Resource Centers), Per California State Library CLSA(California Library Services Final Final Yes: Meg, Mfr, Records Management Program Library LIB-007 Act)and PLF(Public Library 2 years Expenditure Expenditure OD Ppr Sit When Requirements(April27, 1998); GC Foundation)ONLY. For all others, +5 years +5 years Inactive §34090 fallow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance Incident Reports/Emergency Reports-All(Irate Patrons, Library LIB-008 Emergency Reports,etc.) 2 years 2 years Meg, Ppr GC§34090 See City-wide for other incident! emergency reports When No When No Yes: Department preference(the Library UB-009 Library Card Applications Longer Longer Mag, Mfr, S When database is the original record); Required I Required OD, Ppr Inactive GC§34090 Libra LIB-010 Library Systems: ILS Database Indefinite Indefinite -Meg, Ppr Data is interrelated; GC§34090 Libra LI13-011 Programs(e. . Summer Reading) 2 years 2 years Meg, Ppr GC§34090 Shred; Statute of Limitations any Room Rental Agreements/Facility Yes: "...liability founded upon an Library LIB-012 Use Applications(Room 2 years 2 years Before Meg, Ppr instrument in writing"or not Reservations,etc.) Event specifically provided for is 4 years; GC 34090, CCP 337,343 Libra LIB-013 !Suggestions 2 years 2 years I Meg, Ppr I I GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladvell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4/15 CITY OF HUNTINGTON BEACH HuvnvcioN Bence INTER-DEPARTMENT COMMUNICATION TO: Michael Gates, City Attorney Fred Wilson, City Manager FROM: Denise M. Robsel, Admin Services Manager E DATE: July 6, 2015 JUL 0 2015 SUBJECT: Signatures Needed—Change to PD Retention Schedule cR",i� l•o The attached form is used by the City Clerk's Office to track changes made to a retention schedule. Once the Clerk's Office receives the completed form they will forward it to Diane Gladwell, the City's records management consultant, who will make the changes to the Police Department's retention schedule. There are three changes the Police Department is requesting. They are highlighted in yellow. We are specifically addressing the retention of video recordings from body-worn and City owned cameras systems. Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, with the consent of the City Clerk, City Manager and City Attorney. The form is being routed to you both for your signatures of approval. Once approved, please forward the completed form to Joan Flynn. Thank you for the assistance. Date: 77C r y a , a I SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: VOL-1 LAr- Version Number Being Approved: VE R . )-7, b Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. 7- 2-/g— Department Head R 6 bet fz 4 A h3-D Date JA-..f,4ns i y CIer D to 3t)A•nv FLyNN City a er Date F2tD i �SnrJ City Altor y Da e N1� CHAEL �� ATtS Ver. 17.0 RECORDS RETENTION SCHEDULE: POLICE PagePD-12 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record _ _ _ -— — - - - Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital 7 after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+ 2 ears , since destruction is normal! erformed by file folder. Liti ation claims com Taints, audits, endin records re nests, and/or investi ations sus end normal retention pen s retention resumes after settlement). IDepartment Preference; Non- Restraining Orders(TROs& Expiration of Expiration of Police PD-063 EPOS) Order Order Ppr records(Court is OFR); GC §34090 Police PD-D64 Ride-A-Longs I Jail Tours 2 years 2 years Ppr GC§34090 (Applications, Certificates _ Department Preference; Data Police PD-065 RMS Database Indefinite Indefinite Yes Mag, Ppr Fields I Records are interrelated; 1,GC§34090 Pursuant to PC§290 et seq.; If Police PD-066 Sex Offender Registrations: 10 years 90 years 100 years Mag, Ppr released from CYA, records are Adults destroyed after age 25 or sealing pursuant to W&I§781; 10 years-or 100 years or Sex Offender Registrations: Sealing Date Sealing Date Police PD-067 Juveniles +5 years(or 90 years +5 years(or Mag, Ppr Pursuant to PC§290 et seq. Court Order) Court Order) Police PD-068 Subpoena Payroll Logs 5 years 5 years Mag, Ppr Department Preference(meets _ auditing standards ; GC§34090 Police PD-069 Vehicle Repossession and PPI 2 years 2 years Mag GC§34090 Forms Video Interviews(re: Crime (Follows Follows Department Preference; GC Police PD-070 p case case Mag §34090 Reports) retention) retention) Video Officer ecordin s: Bogy Those segments of videos that are Police PD-072 Worn Cameras, Mobile Audio 1 year 1 year Maa determined to be evidence are - - Video WAV) Recordings-that retained as evidence,GC are NOT evidence §34090.6 et seg. Video Recordings -CITY Police PD-073 OPERATIONS Areas year 1 year Mao Records regular and ongoing 1 operations GC§34090.6 Downtown. Parking Lots. etc. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Govemmental Services.Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4/15 Ver 17 o RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office Record Category ID# Records Description Retention I Disposition Comments I Reference it Destroy - - - Inactive Image: paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for Ci -l4<de Standards Retentions be in when the act is completed, and imply a full fife folder e. . last document+2 years), since destruction is normally performed by file folder Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention penods retention resumes after settlement). Video Recordings - PUBLIC When No Wher Nd Does not record "regular and Police PD-074 Areas Downtown Parkin Lots. Longer Longer Mao ongoing operations" GC _ etc. Re cared Reowred 34090.6 Police PD 71 Weapons, Serialized, Lost/ P P Ppr Department Preference; GC Stolen-Not Located §34090 HUNTINGTON BEACH, CA. C1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior mitten permission from GGS(909)337-3516 Revised: 5/4/15 June 1, 2015 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department(s): City Clerk, and Planning and Building Version Number Being Approved: Version 11 (Planning and Building) Version 19 (Citywide) Version 22 (City Clerk) Attached are updated Retention Schedules for the above department(s) showing proposed updates in "Track Changes"format: Retention related to storage of Video and Audio Tape records for City Council and Boards and Commissions The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) 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