CC Resolution 11661Y
RESOLUTION NO. ~ 11661
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS
WHEREAS, Government Code Section 34090 et seq. authorizes City Department Heads
to destroy certain records, documents, instruments, books or paper after the same are no
longer required and/or have been digitally imaged, stored on CD/DVD medium and
secured off-site in accordance with State law and the City of Campbell's Records Retention
Schedule and Document Imaging Administrative Policy and with the approval of the
legislative body by resolution and the written consent of the City Attorney; and
WHEREAS, the City Council proposes to` grant such. approval for the destruction of the
records, documents, instruments, books, or papers more particularly described in the
attached Exhibit, it having been determined by the respective Department Head that said
records are no longer required.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell does
hereby authorize City Department Heads to destroy those certain records, documents,
instruments, books or paper under their charge as described in the attached Exhibit.
PASSED AND ADOPTED this 15~" day of April 2014 by the following roll call vote:
AYES COUnCilmembers: Baker, Low, Kotowski, Cristina, Waterman
NOES :Councilmembers: None
ABSENT: Councilmembers: None
APPROVED:
ichard M. Waterman, Mayor
ATTEST:
Anne Bybee, City Clerk
CITY MANAGER
Bulletins (Legislative) Prior to 7/1/2011
Budget Related Files Prior to 7/1/2011
Capital Improvement Program -Working Files Prior to 7/1/2011
City Newsletter (The Profile) Prior to 7/1/2011.
City Calendars Prior to 7/1/2011
Civic Improvement Commission -Agenda Materials Prior to 7/1/2011
Correspondence (Chron Files) Prior to 7/1/2009
General Files Prior to 7/1/2011
Position on Legislation Prior to 7/1/2011
Purchase Orders /Blanket Purchase Orders Prior to 7/1/2009
Social Service Sub-Grant Applications Prior to 7/1/2009
Special Projects Prior to 7/1/2011
,. Travel Records (Council and City Manager) Prior to 7/1/2011
CITY CLERK
Claims Against City - 2002
2011 General Correspondence
2011 City Council Follow-up Correspondence
FILES IMAGED BY THE COMMUNITY DEVELOPMENT DEPARTMENT
BETWEEN NOVEMBER 2011 AND MARCH 2013
Scan Date(s)
Planning
November 2011
September -October 2012
November 2012 -March 2013
*Itemized lists available
Location & Tvpe of Document/File
Box 52 -Planning Project & General Files'
Box 53 -Planning Project & General Files'
Box 54 -Planning Project & General Files`
FINANCE
Accounts Payable:
Accounts Payable Prior to 2009
Warrant (Check) Register Prior to 2009
BPO's & POs Prior to 2008
Accounts Receivable:
Accounts Receivable Prior to 2009
Billings Records Prior to 2009
Business Licenses Prior to 2005
Deposits, Receipts Prior to 2009
Invoices Prior to 2009
Taxes Receivable ~ Prior to 2009
Audits:
Journal Entries Prior to 2009
Bank Statements
Account Statements (Bonds) Prior to 2003
Administration (Bonds) Prior to 2003
Bank Reconciliation Prior to 2008
Business Statements Prior to 2008
Bonds & Coupons Prior to 2009
Checks Prior to 2008
Budget:
Budget Adjustments Prior to 2009
General
Inventory:
Fixed Assets Prior to 2009
Surplus Property -Auction Prior to 2009
Surplus Property -Disposal Prior to 2009
NSF & General Correspondence Prior to 2011
Payroll:
Adjustments ~ Prior to 2009
Federal & State
Tax Reports Prior to 2009 ,
Risk Management -Claims Against the Ci
Accident Reports -
City Assets Prior to 2006
Claims, Damage /Liability Prior to 2006
Incident Reports Prior to 2006
POLICE DEPARTMENT
CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS
# 08-01 through # 08-09 filed between January 1St and December 31St 2008
PURSUIT REPORTS
2011 2012
2011-1991 2012-0998
2011-2449
2011-3489
2011-3908
ON-DUTY VEHICLE ACCIDENTS
On-duty accident reports/documentation dated 8/11/2007, 1/25/2008, 4/24/2008,
3/31/2010, 7/31/2010, 1/21/2011. 3 year purge date, absent any additional
accidents by the employee.
FORMER EMPLOYEES PERSONNEL FILES
Personnel and background files of former employees that that have been
scanned and aback-up file created and stored off-site
POLICE REPORTS, AND OTHER FILES TO BE PURGED
Applicant files and backgrounds of applicants that were not hired that are more
than 2 years old
Ride-a-long applications that are more than 2 years old
Repo and Private Property tow sheets that are more than 2 years old
Pawn slips that are more than 2 years old
Background checks that are more than 2 years old
Traffic, parking, and warning citations that are more than 2 years old that have
been entered into RMS.
Watch Commander Logs that are more than 2 years old
Warrant worksheets that are closed and are more than 2 years old
Police reports from 2011 and earlier with a retention period of 2 years:
a) Accident Reports - no injury, no arrest
b) Bench Warrant arrests
c) Warrant Arrests -Outside Agencies felony and misdemeanor - no local
charges
d) Local Ordinance or Muni Code Violations
e) Animal Reports
f) Courtesy Reports for Outside Agencies
g) Misdemeanor Crime Reports with no related arrests and when the statute
of limitations has expired
h) Missing Persons or Runaways that have returned or been located
i) Non-Criminal Reports - Lost/Found Property, Stored/Impounded
Vehicles/Death Reports/Abated Vehicles/Injury Reports and other
Information Reports Recovered Stolen Vehicle Reports Suicides/Mental
Disorder Reports (unless repeated contacts)
Police reports from 2011 and earlier with a retention period of more than 2 years
that have been scanned and aback-up file has been created and stored off-site
Dispatch audio recordings from 2012 and prior
Employee training packets more than two years old
Pitchess Motions more than two years old
Police Officer/Police Officer Trainee Notice of Certification and applications from
2012
ABC Licenses from 2011
Massage Establishments that have been out of business or no longer offering
massage for more than 2 years
Previous Massage Therapists in Campbell where the massage therapist is no
longer active in Campbell, has left massage or has had no contact for more than
2 years
P.O.S.T. Reimbursement Records from 2011
Police Officer lateral applications from April 2012
PUBLIC WORKS
Truck Permits from 2008 through 2010
Chron Files - 2009 and 2010
PUBLIC WORKS -SERVICE CENTER
Vehicle Repair Files -January 1999 through December 2010
J
RECREATION AND COMMUNITY SERVICES
Receipts for 2011
Financial records for 2011
Petty cash records for 2011
Check requests from 2011
PO/RVPO records from 2011
Personnel records for previous part-time employees prior to 2011
Facility permits for 2010