HomeMy WebLinkAboutCC RESO 2000-13 (13)RESOLUTION NO. 2000 — 139
RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF NATIONAL CITY
APPROVING AMENDMENTS TO THE
RECORDS MANAGEMENT MANUAL AND
RECORDS RETENTION SCHEDULE
WHEREAS, the City Council has adopted, and from time to time amended, a
combined Records Management Manual and Records Retention Schedule in order to comply
with state and federal law pertaining to the keeping and destruction of public records maintained
by the City's departments; and
WHEREAS, amendments have been proposed to the Records Retention
Schedules of the Personnel and Police Departments, in order to ensure compliance with
applicable legal requirements for the retention of records, and to provide for the orderly keeping
and destruction of records.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
National City does hereby amend the Records Management Manual and Records Retention
Schedule, pertaining to the Personnel Department and the Police Department, as set forth in
Exhibits "A" and "B" respectively, which are attached hereto and incorporated herein by
reference.
PASSED and ADOPTED this 14`" day of November, 2000.
George H. Waters, Mayor
ATTEST:
Mich R. Dalla, ity Clerk
APPROVED AS TO FORM:
George H. Efser, III
City Attorney
Resolution No. 2000-139
CITY MANAGER: PERSONNEL
Record Title and Description
RETENTION
Legal Department
Minimum Minimum
Administration
Department Head Meetings 0
Destruction of Temporary Records 2
Notice
Civil Service Commission (all except
the following) 2
Minutes p
1
2
Classification 2 2
Classification Plan - Council Actions 2 2
Departments 2 2
Eligible Lists 2 5
Employee Organizations 2 2
Employee Personal Records (all except the 2 6 years
following) after
separa-
tation
Employees granted disability
retirement
P P
Employment 2 2
Anti -Discrimination 2 2
Employment Log 2 2
Examinations 2 2
Fringe Benefits 2 2
Deferred Compensation Plan 2 2
Dental Insurance 2 2
Health Insurance; Current Carrier,
Prior Policies 2 2
Life Insurance; Current Carrier; Prior
Policies; and Management & 2 2
Confidential
Retirement, P.E.R.S. 2 2
Sick Leave 2 2
Uniform Allowance 2 2
Vacation 2 2
Job Descriptions, Current
20
2 2
Exhibit "A"
Resolution No. 2000-139
POLICE
Record Title and Description
Adult Arrest/Citation/Warrant Register
(Computer generated alpha & numeric)
Adult Booking Register (numbered)/County
Jail Booking Log
Adult Arrest Reports
Felony and Misdemeanor
Calls for Service (Computer file and
printout of all Calls for Service)
Citizen Complaint Files
Civil Claims and Responses
Conflict of Interest Code & Statements
(Copies)
Crime Case Log (Through 8/92)
(See also Records Control Log)
Crime/Incident Reports
Felony/Misdemeanor/Miscellaneous
(NOTE: Unresoved Missing Persons
Reports will be kept until resolved)
Desk Report (Personnel & Equipment Report)
Destruction of Temporary Records Notice
Detective Case Assignment Logs
Field Interviews
Holding Facility Inspection Log
Homicide Case Files
Homicide Index
Incident Log
Internal Affairs Files
Juvenile Contact Reports
RETENTION
Legal Department
Minimum Minimum
2
2
7
2
5
2
4
2
7
2
2
2
2
P
P
2
2
7
7
7
2
5
4
7
7
2
3
2
2
2
5
Until subject reaches 18%
years of age. If subject
is arrested on 18th
birthday, record will be
held until subject reaches
20 years of age.
36
Exhibit "B"
Page 1
Resolution No. 2000-139
POLICE, continued
Record Title and Description
RETENTION
Legal Department
Minimum Minimum
Juvenile Register (Computer Generated 2 2
Report - Alpha and Numeric)
Parking Citations 2 2
Pawn Slips 2 2
Personnel Records of Employees 2 6
Includes:
Employment Application
Background Investigation
Medical History
Performance Evaluations
Training History
Educational History
Notices of Discipline
Notices of Commendation
Notices of Transfer
Notices of Promotion
Salary History
Miscellaneous Communications
Excludes:
Internal Affairs Files
Citizen Complaint Files
Photo Radar Citations
Records Control Log (Downloaded
Information from Calls for Service
resulting in report being taken)
2 2
7
Records Incident Log (Updated computer 7 7
File and printed log in report number
order)
Registrations - Sex/Arson P P
Registrations - Narcotic
NOTE: Registration of Narcotic
offenders have an expiration date. Sex
and Arson offenders are required to
register for their lifetime.
Traffic Collision Reports 2 2
Traffic Citations 2 2
Traffic Collision Index (contained in
Records Incident Log computer file)
37
Exhibit "B"
Page 2