Resolution - 7150RESOLUTION NO. 7150
A RESOLUTION OF THE CITY.COUNCIL OF THE CITY OF WEST COVINA,
• CALIFORNIA, AMENDING THE DESTRUCTION OF OBSOLETE RECORDS
POLICY OF THE WEST COVINA POLICE DEPARTMENT BY APPROVING THE
DESTRUCTION OF COURT OFFICER'S LOGS (SUBPOENAS AND CASE
FILINGS), MANUAL STATISTICAL SUMMARY REPORTS, SOLICITOR
APPLICATIONS AND BY CHANGING THE RETENTION SCHEDULE FOR TRAFFIC
• LOGS.
• WHEREAS, in 1981, by Resolution No. 6447, the City Council
established a Destruction of Obsolete Records Policy for the West Covina Police
Department; and
• WHEREAS,.Section 34090 of the California Government Codes provides
that with the approval of the City Council and the written consent of the
City -Attorney, the head of a City department may destroy any record, document,
instrument, book or paper under his charge without making a copy thereof, if
the same is no longer required, provided that certain records are exempt from
the provisions of said section, as specifically enumerated in Section.34090.5
of the Government Code; and
WHEREAS, at the time of adoption of said policy and following amend-
ments, no provisions were made for the destruction of Court Officer's logs
(subpoenas and case filings), manual statistical summary reports, solicitor
applications and, whereas,since the time of adoption of said policy and
following amendments, it has been determined that a change in the retention
schedule for Traffic Logs and ABC files is needed; and
WHEREAS, the City Attorney has reviewed and has approved in writing
these amendments to the Police Department's Destruction of Obsolete Records
Policy in accordance with the provisions of Section 34090;
NOW, THEREFORE, be it resolved by the City Council of the City of
West Covina as follows:
Section 1. The West Covina Police Department's Destruction of
Obsolete Records Policy is hereby amended by changing Itemn.l of, and ddd:i.ng:items 22
and 23 to, Subsection A of Section III as follows:
A. Schedule 1. The following records must be kept for at least
two (2) years, after which they may be destroyed without micro-
filming.
1. Daily logs (except Traffic Logs)
Items 2-21 remain the same.
22. Court officers records (subpoenas, filings)
23. Solicitor Applications
• Section 2. The West Covina Police Department's Destruction of
Obsolete Records Policy is hereby amended by adding Item 3 to Subsection C of
Section III as follows:
• C. Schedule 3. The following records.must be kept for at least
four years, after which they may be destroyed without micro-
filming.
1. Forged and NSF check case files.
2. T/C reports.
3. Traffic logs
RESOLUTION NO. 71 50
Section 3. The West Covina Police Department's Destruction of
Obsolete Records Policy is hereby amended by changing Items 2 and 3 of Subsection
E of Section III as follows:
• E. Schedule 5. The following records must be kept for at least
six (6) years, after which they may be destroyed without micro-
filming.
1. Evidence cards.
• 2. Monthly ADP Summary (including manual statistical reports/work-
sheets).
• 3. Monthly ADP Report (including manual statistical reports/work-
sheets).
4. Crime Scene and T/C photographs, prints, which have been approved
is
for destruction by the Detective Bureau Commander.
Section 4. The West Covina Police Department's Destruction of
Obsolete Records Policy is hereby amended by changing Item 1 of Subsection H of
Section III as follows:
H. Schedule 8. The following records must be kept for at least two
years and for any additional period of time specified herein,*
after which they may be destroyed without microfilming.
1. Alcoholic Beverage Control (ABC) records for at least two years
after closure or transfer of license and the 'incident reports on
current establishments' files for at least three years from date of
report.
Section 5. The West Covina Police Department's Destruction of
Obsolete Records Policy is hereby amended by adding the definitions of traffic
logs, court officer records, solicitor applications, and manual statistical
reports and worksheets to the.Categories of Records as follows:
ATTEST:
0
Traffic Logs: Logs related to traffic activity.
Court Officer Records:
Logs of cases filed and subpoenas.
Solicitor Applications: Applications for solicitor permits. No
longer being handled by the West Covina Police Department.
Manual Statistical Reports and Worksheets: Manual tally sheets,
manual reports.su mitte to Bureau of Criminal Statistics, miscellane-
ous manual statistical reports and corresponding worksheets.
APPROVED AND. ADOPTED THIS loth day of February , 1986.
City Jerk
Mayor
RESOLUTION NO. 71.50
APPROVED AS TO FORM:
City Atttrney
I hereby certify that the foregoing Resolution No. 7150 was duly
adopted by the City Council of the City of West Covina at a regular meeting
•thereof held on the loth day of February 1986, by the following vote of the
Council.
•
AYES: Councilmen: Bacon, Manners, Shearer, Chappell
• NOES:. Councilmen: None
ABSENT: Councilmen: Chappell
1Le- & A�i4� '
City Clerk
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