CC Resolution 9163
RESOLUTION NO. 9163
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CAMPBELL AMENDING GUIDELINES FOR THE DESTRUCTION
AND RETENTION OF CAMPBELL POLICE DEPARTMENT RECORDS
WHEREAS, Government Code Section 34090 authorizes the City
Department Heads to destroy any City record, document, instrument, book, or
paper under their charge, without making a copy thereof, after the same is no
longer required, with the approval of the legislative body by Resolution and the
written consent of the City Attorney.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the
City of Campbell hereby amends guidelines for the destruction and retention of
certain specified Police Department records, a copy of which is labeled "Exhibit
A" and attached hereto and made a part of this Resolution.
PASSED AND ADOPTED this 19th day of November
by the following vote:
, 1996,
AYES:
Councilmembers Burr, Conant, Watson, Furtado, Dougherty
NOES:
Councilmembers None'
ABSENT:
Councilmembers None
(Z~
Anne Bybee, City Clerk
Exhibit "A"
Campbell Police Department
Purge Criteria
Authority Guidelines
The following proposed retention schedule is based on criteria from the following:
1) Government Code 34090.5
2) Public Records Act (Calif.) 6251,6252,6254,6255-57
3) Welfare and Institutions Code 826.5
4) Penal Code 799
5) Department of Justice (Calif.) Guidelines
6) Attorney General's opinions
7) City Needs
8) Internal Requirements
(Excerpts Attached)
Once the Police Department approves the schedule, a resolution must be approved by
the City Council to authorize annual destruction of the material described below.
Records (Crime and Arrest reports) that will be retained indefinitely under P.C. 700
are:
1) Murder (Penal Code 187)
2) Embezzlement of Public Funds or Falsification of Public Records (P.C. 115,
424 and 426)
3) Kidnap for Ransom, Extortion or During the Commission of Robbery (P.C. 209)
Paqe 2
PENAL CODE 799:
"No limitation for murder, embezzlement of public money or falsification of Public
Records..."
Opinion of Evelle J Younqer, Attorney General #CV-72-29
Question: "Under Government Code Section 37090.5 may the head of a City
Department destroy original documents without making two microfilm copies if he first
obtains the approval of the legislative body of the City by resolution and the written
permission of the City Attorney as provided by Government Code Section 34090?"
.
Attorney General's Conclusion: "Any city record, document, instrument, book, or
paper which is not covered by the exceptions of the Government Code Section 34090
may be destroyed by a City departm ent head provided he obtains the approva I of the
legislative body by resolution and also the written consent of the City Attorney.
Government Code 34090:
Government Code 34090 allows for destruction of daily reports that are no longer
required. This destruction can be accomplished with:
1. Approval of the Chief of Police
2. Written consent of the City Attorney
3. Approval of the City Council by Resolution
"Unless otherwise provided by law with the approval of the legislative body by
resolution and the written consent of the City Attorney, the Head of the City
Department may destroy any city records, docum ent, instrument, book, or paper under
his charge, without making a copy thereof, after the same is no longer required."
This section does not authorize the destruction of:
a. Records affecting the Title to Real Property of
liens thereon.
b. Court Records
c. Records required to be kept by statue.
d. Records less than two (2) years old
e. The minutes, ordinances, or resolution of the legislative body or
of a City Board or Commission.
This section shall not be construed as limiting or qualifying in any manner the authority
provided in Section 34090.5 for destruction of records documents, instruments, books,
and papers in accordance with the procedure therein prescribed.
W.I.C. 826.5
Destruction of records, papers, and exhibits; microfilm or photocopies; reproductions
as originals.
a. Notwithstanding the provision of subdivision (a) of the Section 826, at
the time within a period of five years after the jurisdiction of the juvenile court over a
minor is terminated, the judge or clerk of the juvenile court or probation officer
may destroy all records and papers in the proceeding concerning the minor if the
records and papers are micro filmed or photo copied prior to destruction. Exhibits
shall be destroyed as provided under Section 1418, 1418.5, and 1419 of the Penal
Code. For purpose of this section, "destroy" means destroy or dispose for the
purpose of destruction.
"Any city records, document, instrument, book or paper not covered by the exceptions
in this section may be destroyed by council resolution"
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