HomeMy WebLinkAbout1986-04-22; City Council; 8591; Request for Authority to Destroy Files-.......... -----:,_::-;-, -------
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MTG. 4/22/86
DEPT. Police
CIT\)F CARLSBAD -AGENDK''~ILL
REQUEST FOR AUTHORITY TO DESTROY FILES
RECOMMENDED ACTION:
DEPT. HD.@~V
CITY ATTY~~'~
CITY MGR.~
Adopt Resolution No.~. authorizing the destruction of certain files.
ITEM EXPLANATION:
This agenda bill is part of a continuing Records Management Program for City
Departments. Adoption of the Resolution will complete the destruction of
obsolet~ and unnecessary files in the Police Department Records Division.
Section 34090 of the Government Code provides authority for destruction of
documents which are more than two years old and are no longer required.
Police Policy No. 2.4 and other state laws establish longer retention periods
for certain records. The consent of the City Attorney and the authorization
of the City Council prior to the destruction of any documents is required.
This destruction request is consistent with Policy No. 2.4 and Section 34090
of the Government Code. The request has been approved by the Police Chief
and the City Attorney.
The documents listed as Exhibit "A" to Resolution No. Y5"13, have been
reviewed in accordance with provision of the Government Code and Department
Policy No. 2.4.
FISCAL IMPACT:
The dollar savings is difficult to determine but the space savings will be
immediately realized,
EXHIBITS:
Exhibit "A", listing records desired to be destroyed.
Resolution No. ?Sl.3, authorizing the destruction of documents listed in
Exhibit "A".
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RESOLUTION NO. 8513
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF CARLSBAD, CALIFORNIA,
AUTHORIZING THE DESTRUCITON OF
CERTAIN FILES
WHEREAS, maintaining all obsolete files, correspondence and papers
is uneconomical; and
WHEREAS, Section 34090 of the Government Code and Police Department
Policy No. 2.4 provide 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 re~ommends that all documents listed on
Exhibit 11 A" are more than two years old, are no longer required, and meet
the requirements of Government Code Section 34090 and Police Department Policy
No. 2.4 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 Exhibit 11 A", attached hereto.
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l PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council
2 of the City of Carlsbad, California, on the 22nd day of _A~p_r_i_l ____ _
3 1986, by the following vote, to wit:
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AYES: Council Members Casler, Lewis, Kulchin, Chick and Pettine
NOES: None
ABSENT: None
ll ATTEST:
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ALETHA L. RAUTENKRANZ, City Cler\
(SEAL)
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EXHIBIT 11 A11
The Police Department, as part of their record management procedure requests
consents to destroy the following records:
Crime Reports
Accident Reports
Incident Reports
Misc. Complaint Reports
Courtesy Reports
Stored Vehicle Reports
Misc. Rap Sheets
Juvenile Records which
have been sealed for
five (5) years to date
Copies of Citations
(Officer Copy)
Notify Letters
Misc. Correspondence
Activity Logs
Rapossession Notices
Expired Bicycle Licenses
1980-1981
1980-1981
1980-1981
1980-1981
1980-1981
1980-1981
1980-1981
1983
1969-1983
1983
1983
1983
1983
1983
I have reviewed the above list and certify that these records are no longer
necessary and meet all the criteria set forth in Section 34090 of the
Government Code.
I have reviewed the above Ust
listed documents.
DATE:
Attorney
ion
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