CC Resolution 11800RESOLUTION NO. iisoo
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 21ih day of April 2015 by the following roll call vote:
AYES :Councilmembers: Gibbons, Resnikoff, Kotowski, Raker, Cristina
NOES :Councilmembers: None
ABSENT: Councilmembers: None
ATTEST:
ti(~
Anne Bybee, City Clerk
APPROVED:
Jeffre is ~ a, Mayor
CITY MANAGER
Bulletins (Legislative)
Budget Related Files
Capital Improvement Program -Working Files
City Newsletter (The Profile)
City Calendars
Civic Improvement Commission -Agenda Materials
Correspondence
Position on Legislation
Purchase Orders /Blanket Purchase Orders
Social Service Sub-Grant Applications
Special Projects
Travel Records (Council and City Manager)
Prior to 7/1/2012
Prior to 7/1/2012
Prior to 7/1/2012
Prior to 7/1/2012
Prior to 7/1/2012
Prior to 7/1/2012
Prior to 7/1/2010
Prior to 7/1/2012
Prior to 7/1/2010
Prior to 7/1/2010
Prior to 7/1/2012
Prior to 7/1 /2012
CITY MANAGER - IT DIVISION
Internet, World Wide Web Prior to 7/1/2012
Inventory, Information Systems Prior to 7/1/2012
Network Information Systems (LAN/WAN) Prior to 7/1/2010
Program Files & Directories -Annual Prior to 7/1/2012
Program Files & Directories -Monthly Prior to 7/1/2013
Backup Tapes for Program Files & Directories Prior to 7/1/2012
CITY CLERK
Claims Against City = 2003
2012 General Correspondence
2012 City Council Follow-up Correspondence
1992-2008 Business License General Correspondence
2007-2008 State of California Receipts
2007-2008 County of Santa Clara Receipts
2000-2009 Copies of Check Requests
FINANCE
Accounts Pavable:
Accounts Payable Prior to 2010
Warrant (Check) Register Prior to 2010
BPO's & POs Prior to 2009
Accounts Receivable:
Accounts Receivable Prior to 2010
Billings Records Prior to 2010
Business Licenses Prior to 2006
Deposits, Receipts Prior to 2010
Invoices Prior to 2010
Taxes Receivable Prior to 2010
Audits:
Journal Entries Prior to 2010
Bank Statements
Account Statements (Bonds) Prior to 2004
Administration (Bonds) Prior to 2004
Bank Reconciliation Prior to 2009
Business Statements Prior to 2009
Bonds & Coupons Prior to 2010
Checks Prior to 2009
Budget:
Budget Adjustments Prior to 2010
General
Inventory:
Fixed Assets Prior to 2010
Surplus Property -Auction Prior to 2010
Surplus Property -Disposal Prior to 2010
NSF & General Correspondence Prior to 2012
Payroll:
Adjustments Prior to 2010
Federal & State
Tax Reports Prior to 2010
Risk Management -Claims Against the Ci
Accident Reports -
City Assets Prior to 2007
Claims, Damage /Liability Prior to 2007
Incident Reports Prior to 2007
RECREATION AND COMMUNITY SERVICES
Receipts for 2012
Financial records for 2012
Petty cash records for 2012
Check requests from 2012
PO/RVPO records from 2012
Personnel records for previous part-time employees prior to 2012
Facility permits for 2011 and 2012
POLICE DEPARTMENT
CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS
# 04-06 filed 8/31/2004, # 09-01, #09-02, #09-04, #09-06 and miscellaneous citizen's
complaints filed between January 15` and December 315 2009.
PURSUIT REPORTS
2012 2013
2012-1240 2013-0044
20120409001 2013-0669
5/10/12 2013-0810
2012-3588 2013-0858
2012-3875 3/2/13
9/16/12 2013-1089
10/12/12
11/14/12
12/2/12
12/23/12
ON-DUTY VEHICLE ACCIDENTS
On-duty accident reports/documentation dated 12/02/09, 1/12/10, 4/18/11, 5/3/11, 5/10/11,
7/5/11 and 1/16/12. 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 a
back-up file created and stored off-site
POLICE REPORTS. AND OTHER FILES TO BE PURGED
Ride-a-long applications that are more than 2 years old
Repossession 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
Arrest Logs more than 2 years old
Media Logs more than 2 years old
Traffic, parking, and warning citations that are more than 1 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 2012 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 2012 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 2013
AVASA forms prior to 2012
Training packets more than two years old (2012)
POST reimbursements more than two years old (FY 2011-2012)
Training Reimbursement Requests more than two years old (2010-2012)
DOJ Dealers Records of Sale (Firearms) more than two years old
Massage Therapist Files which are outdated as a result of the municipal code change
(CAMTC certified), no longer doing massage or no longer working in Campbell for more
than two years
2006 First Aid CPR POST Rosters
2005 AOT/Defensive Tactics Rosters, Instructor Resumes and other paperwork
2009 Chief Executive Seminar Course Roster and Evaluations
2005 Course Roster for Standardized Awareness Training (AWR-160)
2004 Course Roster for Taser Training
2004 Safeway Property Policy
2010 Aerosol Transmitted Diseases class outline written by DU-ALL Safety
2010 Officer's Firearm forms
2004 Qualitative Fit Test Records for some officers (not all)
2008 Qualitative Respirator Fit Test Records for officers and Course Roster
2011 Qualitative Respirator Fit Test Records for some officers
TMS check requests (2009, 2011 and 2012) for software support
2005 Lidar class Course Roster and Expanded Outline
2007 Pursuit Training Attestations
2005 AOT and Baton Training Course Roster and Expanded Outline
2005 LERT (Law Enforcement Response to Terrorism) Course Roster and Expanded
Outline
2008 LETPP Reimbursement Forms (Homeland Security Grant)
2007-2008 copy of Police Department Budget
Budget planning documents more than two years old
Training student sign-in sheets more than two years old
Training Manuals invoices/check requests more than two years old
ABC Licenses from 2012