HomeMy WebLinkAbout1984-12-18; City Council; 7160-2; Request for Authority to Destroy Files/
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c1rf~~F CARLSBAD -AC3ENDblLL
AB# 1/ t, O --<. TITLE: REQUEST FOR AUTHOR I TY TO DESTROY FI LES
MTG. 12/18/84
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CITY MGR.~ DEPT._P_O_L __
RECOMMENDED ACTION:
Adopt Resolution No. 7?L/.S-, authorizing the destruction of certain
files.
ITEM EXPLANATION:
This agenda bill is part of a continuing Record Management Program
for City Departments. Adoption of the Resolution will complete the
destruction of obsolete and unnecessary files in the Police Department
Record Division.
Section 34090 of the Government Code provides authority for destruction
of documents which are more than two year old and are no longer
required. This Section also requires the consent of the City Attorney
and the authorization of the City Counci ! prior to the destruciton of
any documents.
Section 34090 does not authorize the destruction of the following;
l. Records which affect title to real ~operty
2. Minutes, Ordinances, or Resolutions of the City Council or
of any City Board or Commission,
The documents listed as Exhibit 11 A11 to Resolution No. 7J>L/.S-, have
been reviewed in accordance with the provisions of the Government Code,
and meet those requirements and the City Attorney has consented to
their destruction.
FISCAL IMPACT:
The dollar savings is difficult to determine, but the space savings
will be immediately rP.al ized.
EXHIBITS:
Exhibit 1W 1 , list of record desireci to be destroyed
Resolution No. 7Y'J'..5" , authorizing the destruction of documents
l is ted in Exhibit 11A11 •
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RESOLUTION NO. 7845
A RESOLUTION OF THE CITY' COUNCIL OF THE CITY' OF
CARLSBi\D, CALIFORNIA, AUTHORIZING THE DESTRUCTION
OF CERTAIN FILES.
WHEREAS, maintaining all obsolete files, correspondence and papers
is uneconomical; and
WHEREAS, Section 34090 of the Government Code provides authority for
the destruction of certain records; and
WHEREAS, the documents listed on Exhibit "A", attached hereto and made
a part hereof, have been reviewed by the Chief of Police; and
WHEREAS, the Chief of Police recommends that all documents listed on
Exhibit "A" are more than two years old, are no longer required, and meet
the requirements of Government Code Section 34090 for destruction; and
WHEREAS, the City Attorney has consented to the destruction of those
documents listed on Exhibit "A";
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, as follows:
1. That the above recitations are true and correct.
2. That the Chief of Police is hereby authorized to destroy the
documents listed on E:x:hibit "A", attached hereto.
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PASSEQ, APPROVED, AND ADOPTED at a regular meeting of the City Council
of the City of Carlsbad, California, on the 18th day of Decenber
1984, by the following vote, to wit:
AYES: Council M:mbers Casler, Lewis, Kulchin, Chick and Pettine
NOES: None
ABSENT: N:>ne
ATTEST:
!Vu¼ ,I 6(4-<rn;;~
ALETHA L. RAUTENKRJI.NZ, City Clerk
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EXHIBIT "A''
The Police Department, as part of their record management procedure
requests consent to destroy the following records:
Crime Reports
Accident Reports
Incident Reports
Misc. Complaint Reports
Courtesy Report&
Stored Vehicle R~~orts
Misc. Rap Sheets
Juvenile Records which
have been sealed for
five (5) years to date
Copies of Citations
(Officer Copy)
Notif.y Letters
Misc. Correspondence
Activity Logs
Repossession Notices
Expired Bicycle License
1979-1980
1979-1980
1979-1980
1979-1980
1979-1980
1979-1980
1979-1980
1982
1982
1982
1982
1982
1982
1982
I have reviewed the above list and certify that these records are
no longer necessary and meet all the criteri set forth in Section
34090 of the Government Code.
V of Police
I have re~iewed the above list and con~ nt to the destruction of
the above listed docwoents.~-) J_!) '-
• vrkEN~,
DATE:
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