Exhibit B – Proposed Amendments to Records Retention Schedule -10-00-00 Police Services and Proposed Amendment to Policy Section 4.15 (Clean Redline Copy-PDF)

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CITY OF PACIFICA

ADMINISTRATIVE POLICY
No.
8 DRAFT RECORDS AND INFORMATION MANAGEMENT

PROGRAM POLICY
DATE ISSUED:
11/09/2020
Revised 10/28/2024
(Proposed)

1. PURPOSE
This Records and Information Management Program Policy (“Policy”) establishes comprehensive and uniform methods for the cost effective and efficient management of the City’s public records (including creation, utilization, maintenance, security, retention, storage, preservation, and destruction), in accordance with legal requirements and professional standards.

2. SCOPE
This Policy is established by the City in accordance with all relevant federal, state, and local laws, and contractual requirements. In particular, this Policy is established in accordance with the State Record Retention laws (Government Code §34090, et seq.) as well as the California Public Records Act (Government Code §62507920.000, et seq.). Additionally, where relevant to the particular needs of the City’s management of records, the City has incorporated provisions from professional standards and guidelines. All written or electronic documents, sound, or video works created by employees in the course of executing the City’s business are records under this policy regardless of whether they are managed in a formal process by the employee’s department or kept by an employee or their work unit for reference or any other purpose.

3. AUTHORITIES
The legal authorities and professional guidelines applicable to the management of City records include the following:

3.1. Federal and State Law Numerous Federal and State laws related to minimum record retention requirements and statutes of limitations apply to different types of records. Each record series listed in the Record Retention Schedules will have applicable laws cited.

3.2. Government Code §34090 et seq. The principal provisions of California law applicable to City Record Retention requirements are addressed in Government Code §34090, et seq., which generally require original public records to be retained for a minimum of two years, and sets forth other requirements for the retention and destruction of specific public records. This Policy establishes the procedures consistent with the provisions within the state law for the destruction of original public records which have been retained for at least the minimum retention period and are no longer required by the City for business or historical purposes. The Policy also addresses the destruction of records which have been replaced by “Trusted Copies” (GC §34090.5) and the Administrative Policy No. 8

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destruction of “Duplicate Copies” (GC §34090.7). Per subsections of the code, the state law provisions do not authorize the destruction of:
a. Records affecting title to real property or liens thereon b. Court records
c. Records required to be kept by statute
d. Records less than two years old
e. The minutes, ordinances, or resolutions of the legislative body or of a city board, agency or commission

3.3. Government Code §6200 et seq. Except as otherwise provided by Government Code §34090 et seq., Government Code §6200 et seq. provides that any City employee who is found guilty of willfully destroying (including altering, falsifying, mutilating, defacing, or stealing, in whole or in part) a public record may be punished by imprisonment of up to four years.

3.4. Government Code §7920.0006250 et seq. The California Public Records Act (Government Code §7920.0006250 et seq.) provides definitions for “writings” and “public records” for the purpose of determining which public documents are required to be disclosed to the public upon request, and which public documents are confidential or otherwise exempt from disclosure.

3.5. Professional Standards and Suggested Retention Guidelines Selected professional associations and other governmental agencies, such as the California Secretary of State, the Department of Justice, and the City Clerk’s Association of California, have published standards, model retention guidelines, and/or articles recommending retention periods for different types of records. Although these standards and guidelines are not binding upon the City, the City will take these documents into consideration in establishing the City’s Record Retention Schedules and, where applicable, the City will identify deviations from these suggested guidelines within the Record Retention Schedules.

4. DEFINITIONS

4.1 Writing: As defined by Government Code §6252(f)7920.545, “Writing” means any handwriting, typewriting, printing, photo stating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.”
Thus, “Writing” is a comprehensive definition that includes the subsets of public records, trusted copies, confidential records, duplicate copies, non-record writings, vital records, historical records, active records, inactive records, electronic records and transitory records, as defined within this Policy.

4.2 Non-record Writing: Any writing which is not within the definition of a Record. Examples of “Nonrecord Writings” include writings that are not directly related to the conduct of the City’s business and/or are used specifically for reference including, but not limited to, text books, brochures, catalogs, or seminar announcements.

4.3 Record: For retention purposes, a Record includes any writing containing information relating to the conduct of the business prepared, owned, used, or retained by the organization regardless of physical form or characteristics. Records include the subsets of trusted copies, confidential records, vital records, historical records, active records, inactive records, electronic records, including electronic records relating to the conduct of the business retained on personal devices or accounts, and transitory records, as defined within this Policy.

4.4 Record Series: A set of records which, as a whole, are created, stored and maintained together. “Record Series” are used as a method to organize records by function and/or document type within the City. Examples of different “Record Series” include, but are not limited to, the following:
 Contracts
 Purchase Orders
 Resolutions
 Minutes of official meetings
 Time Cards
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 Financial Statements

4.5 Trusted System: As defined by Government Code §12168.7(c), “Trusted System” means a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored.”
Thus, a “Trusted System” includes any method of creation, management and/or storage of an Official Record, as defined within this Policy.

4.6 Trusted Copy: A “Trusted Copy” is a copy of an originally created record if the copy is created on a Trusted System. “Trusted Copies” are photographically or electronically generated documents controlled by daily operational procedures and policies to ensure reasonable expectations of document integrity, free from physical or electronic additions, subtractions or other modifications that would change the content of the original document.

Once a “Trusted Copy” is created, it will replace the original source document, and the “Trusted Copy” must then be retained as the Official Record in accordance with the requirements of this Policy and the Record Retention Schedules.

4.7 Official Record: An “Official Record” is the original record or “Trusted Copy” having the legally recognized and enforceable quality of any writing containing information related to the conduct of the City’s business.

4.8 Duplicate Copy: A record that is a copy of an Official Record if the copy is not within the definition of a “Trusted Copy”. In addition to hard-copies of Official Records, “Duplicate Copies” also include, but are not limited to, database backups or other copies of electronic records.

4.9 Confidential Record: There are many sources of legal authority that define a “Confidential Record” including, but not limited to, the California Public Records Act, Government Code §6250 7920.000 through §62707930.215. Therefore, it would be impractical to list all definitions of a “Confidential Record” within this Policy. If there is any question as to whether a record is a Confidential Record, staff should consult with the City Clerk and/or City Attorney prior to disclosure.

In general, a “Confidential Record” is any record not disclosed to the public unless directed by court order. Examples of a “Confidential Record” may include, but are not limited to, the following:
a. Personnel records:

Examples include any personnel, medical or similar files, the disclosure of which would cause an unwarranted invasion of personal privacy.
b. Pending litigation or claims:

In general, Government Code §6254 7927.200 provides that when litigation or a claim is filed against the City, the records pertaining to the litigation or claim are exempt from public disclosure until the litigation or claim has been adjudicated or settled. c. Attorney/client privilege and attorney work product:

As a general rule, it should be presumed that all communications from the City Attorney’s office on behalf of the City are subject to attorney/client privilege, and the communications should be protected accordingly.
d. Police records and investigative reports:

Examples include, but are not limited to, a wide variety of records such as:
 Police investigations, intelligence, analysis and conclusions  Information that may endanger the safety of any person  Juvenile records
 Active case files
e. Feasibility studies for property acquisition or public contracts:

Unless required to be disclosed by eminent domain law, feasibility studies relative to the acquisition of property, or to prospective public supply and construction contracts, are not disclosed until all of the property has been acquired or until the contract or agreement has been executed.

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f. Proprietary information obtained by the City:

Proprietary information will not be disclosed if any of the following apply:
a. The outside party providing the information submits the information with the expressed intention to maintain the confidence.
b. The information has not previously been disclosed to others. c. The outside party has a reasonable expectation that the information will be maintained in confidence based upon the manner by which the City obtained the information.

Examples include, but are not limited to, financial information or computer source code submitted as a condition of a license, permit or certificate. g. State Board of Equalization data:

The City may collect and store confidential information about taxpayers and send (delete) this information to the California State Board of Equalization (Board). The City and the Board have a responsibility under the law to protect this information from unauthorized access, use, and disclosure.

Taxpayers may authorize the transmission of confidential information via e-mail by providing written authorization to the City or to the Board. If authorization is provided, the confidential information will only be sent to individuals who have a legitimate business need to view the information (the taxpayer and/or their representative).

In addition, the City also receives information from the Board that is confidential information regarding the sales tax generated by specific businesses in Union City that, under State law, is confidential.

Public Interest Balancing Test
If a writing does not fit a specific category of exemption, the writing may still be exempt if it meets the Public Interest Balancing Test. According to GC §6255(a)7922.000, “The agency shall justify withholding any record by demonstrating that the record in question is exempt under express provisions of [the Public Records Act] or that on the facts of the particular case the public interest served by not disclosing the record clearly outweighs the public interest served by disclosure of the record.” Since there is a significant body of case law analyzing this balancing test, City staff must consult with the City Attorney’s office when determining whether a record may be disclosed upon request.

4.10 Vital Record: Includes records that are needed to continue or resume basic City operations in the event of a disaster.

4.11 Historical Records: Records valuable to future researchers that document accomplishments, changes, and growth of the City.

4.12 Active Records: Records referenced and readily accessible in the general conduct of current City business.

4.13 Inactive Records: Records that are no longer referenced, nor required to be readily accessible, in the general conduct of current City business. Such records may be stored at an off-site storage location or within the work area during their required retention period.

4.14 Retention Period: A “Retention Period” is the length of time that a particular record is retained by the City before it is disposed of in accordance with this Policy. The “Retention Periods” for City records are identified on the Record Retention Schedules.

4.15 Record Retention Schedules: “Record Retention Schedules” list all record series’ which are prepared, owned, used, or retained by the City, and identify the required retention period for each record series. The “Record Retention Schedules”, and any amendments or updates, are approved by the City Council resolutionManager.

4.16 Citation(s): “Citations” listed in the Record Retention Schedules are the legal bases for a minimum retention period, as required by federal, state, regional and/or local governmental agencies.

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4.17 Office of Record (OOR): The department within the City that is responsible for maintaining a particular record series in accordance with this Policy and the Record Retention Schedules is considered the “Office of Record”. The Record Retention Schedules identify the “OOR” for each record series. Typically, the “OOR” is the department that originates the record. Exceptions may be noted on the Record Retention Schedules.

4.18 Transitory Records: A writing with only transitory (short-lived) value since the information is used for a relatively short period of time. Examples include, but are not limited to, the following documents that are not retained in the ordinary course of business:
 Preliminary drafts
 Notes
 Interagency/intra-agency memoranda
 Voicemail
 Handheld recorders

4.19 Electronic Records: Records that contain information readable by machine or computer, and which may include information such as text, numbers, graphs, line drawings, pictures, images, video or sound are considered “Electronic Records”. Examples of “Electronic Records” include, but are not limited to, the following:
 Audio or video recordings
 Electronic mail
 Databases
 Digital images
 Presentation graphics
 Word processing files
 Spreadsheet files
 Voicemail
“Electronic Records” reside on, but are not limited to, media such as magnetic disks or tapes, audio or video cassettes, optical disks, DVDs, CDs, hard drives, or memory sticks.

4.20 Electronic Mail (E-mail): Messages and communications transmitted over internal and external networks are considered “Electronic Mail”. The City considers “Electronic Mail” a transitory record, and the City’s policy on “Electronic Mail” is addressed in Section 6.1.7 and referenced by resolution.

4.21 Databases: “Databases” consist of electronic files and fields of data, which manage and store information useful to the department or division. “Databases” are modified over time through the addition, deletion, or modification of data. “Databases” may be maintained by the City or hosted by outside sources. The specific policy regarding databases can be found in Section 6.1.8.

4.22 Media: The physical format in which a record is maintained including, but not limited to, paper, photographic, micrographic, computer storage, and any other recording or storage method.

4.23 Indexes and Metadata: Information supporting a record that is unique and distinguishes one record from another. “Indexes” and “Metadata” may include, but are not limited to, record titles, record series codes, sequential identification numbers, dates, Office of Record, project number, account number, or other source information describing the record’s contents. Such information, in and of itself, does not constitute a record.
5 RESPONSIBILITIES
Active management of the City’s records is required to ensure that the records are properly maintained. This section identifies elected officials and staff members responsible for managing the City’s records.

5.1 City Council
The City Council reviews and approves this Policy, the original Record Retention Schedules, and any amendments to the Policy.

5.2 City Manager
The City Manager (or designee) shall be responsible for administering this Policy and approving amendments to the Record Retention Schedules.

5.3 City Attorney
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The City Attorney (or designee) shall be responsible for the following:
a. Providing legal review and approval to any proposed amendments to this Policy or the Record Retention Schedules.
b. Providing legal review of changes in the law relating to this Policy and the Record Retention Schedules.
c. Notifying the affected OOR and the City Clerk when the City must suspend the destruction of records due to pending or potential litigation, discovery requests, or for any other reason. d. Reviewing all requests for records destruction and exercising discretion to approve or deny requests for destruction in accordance with this Policy. e. Forwarding all approved requests for destruction to the City Clerk.

5.4 City Clerk
The City Clerk (or designee) shall be responsible for the following:
a. Implementing and coordinating the City’s Records and Information Management (RIM) program.
b. Providing review and approval to any proposed amendments to this Policy or the Record Retention Schedules.
c. Appointing a Deputy City Clerk to assist the City Clerk in the administration of this Policy. d. Disseminating information and providing RIM program training to departments. e. Establishing and maintaining a program to assist departments in the destruction of records once their respective retention periods have expired.
f. Assisting all departments in complying with this Policy. g. Providing written notification to the City Manager and Department Director of violations of the Record Retention Schedules and this Policy.
h. Performing periodic audits to assist departments in complying with the Record Retention Schedules and this Policy.
i. Providing written notification to the City Manager and Department Director of audit discrepancies within departments.
j. Providing review of changes in records management practices relating to this Policy and the Record Retention Schedules.
k. Receiving City Attorney approved requests for records destruction for final review and processing.
l. Maintaining the Official Record of all documents related to the City’s RIM program, and any amendments or updates thereto, including the following:
 Policy
 Record Retention Schedules
 Lists of Records Coordinators and alternates
 Master Index of Record Series, as submitted by each department  Requests for Destruction of Records
 Authorizations to Destroy Records
 Certifications of Destroyed Records

5.5 Department Directors
Department Directors are responsible for the following:
a. Administering the City’s RIM program in their respective departments and overseeing that Policy parameters are implemented in a timely manner.
b. Appointing a Records Coordinator, and an alternate, to work with the City Clerk’s Office to implement this Policy. Large departments with several divisions may have multiple Records Coordinators and alternates.
c. Establishing and maintaining an inventory of departmental records and providing an updated electronic copy to the City Clerk, when requested. The inventory shall identify the following aspects of each record:
 Associated records series
 Activity status (e.g. active, inactive)
 Media format of the Official Record
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 Importance (e.g. vital, historical, confidential), where applicable d. Coordinating with the City Clerk’s Office in the development of a departmental Record Retention Schedule.
e. Periodically reviewing its departmental Record Retention Schedule to ensure that the schedule is complete, current and accurate.
f. Providing the City Clerk’s Office written proposed amendments to the Record Retention Schedule, when needed.
g. Ensuring the security of records that have been identified as confidential. h. Notifying the City Clerk’s Office of any information received regarding legal issues related to the retention of records within their department.
i. Reviewing proposed changes to the Record Retention Schedule, as prepared by the City Clerk’s Office and City Attorney.
j. Reviewing requests for the destruction of departmental records as authorized by this Policy and the Record Retention Schedules, and forwarding such requests to the City Attorney. k. Approve the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
l. Providing written notification to the City Manager and the City Clerk’s Office of any discrepancies or violations of this Policy or the Record Retention Schedule within their department.

5.6 Records Coordinators
The Records Coordinator(s) for each department, under the direction of the Department Director, are responsible for:
a. Creating an index of department records series, and working with the City Clerk, or designee, to develop a Record Retention Schedule.
b. Informing and updating employees in the department about this Policy and the department’s Record Retention Schedule.
c. Ensuring that active records within the department are maintained according to methods described in this Policy and the department’s Record Retention Schedule. d. Maintaining the security of records that have been identified as confidential. e. Maintaining a master inventory of all department records kept internally and at off-site storage facilities.
f. Ensuring that packaged records are properly labeled and accurately reference information consistent with the Uniform Document Index system.
g. Monitoring all records that are sent off-site for storage to ensure the records are properly packaged and labeled, accurately and completely inventoried, and assigned proposed disposition dates. Coordinating all requests to retrieve documents from off-site storage and ensuring that documents are returned to off-site storage in a timely manner. h. Annually reviewing records and preparing a list of records eligible for destruction when the retention period has expired, as described in this Policy and the Record Retention Schedule. i. Securing the Department Director’s approval for destruction of records when the retention periods has expired.
j. Ensure the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
k. Providing written notification to their Department Director of any discrepancies or violations of this Policy or the Record Retention Schedule within their department. l. Ensure quality control of document imaging for imaging records.

5.7 City Staff
Any City staff member who routinely works with the City’s records, as required by their assignment, is responsible for:
a. Reviewing this Policy and their department’s Record Retention Schedule. b. Maintaining the security of records that have been identified as confidential. c. Retaining Duplicate Copies, Transitory Records and Non-records only as long as they are of direct importance to the current operation of their department.

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d. Surrendering any and all City records to their supervisors, the City Clerk, City Manager, or City Attorney, when requested.
e. Providing written notification to their Records Coordinator(s) and Department Director of any non-compliance with this Policy or the Record Retention Schedule. 6 POLICY
The Policy for the management, storage and preservation, and destruction of records is as follows:

6.1 Management of Records

6.1.1 Access Controls
All documents, writings, or other forms of information produced or acquired by employees in the course of their duties are the exclusive property of the City. Employees shall have no expectation of privacy relating to City records.

When it is necessary for employees to work on physical documents away from the City, those documents must be returned to the City, and all copies deleted from the outside location, within 72 hours of final use or reference. Employees shall not have any City physical records in such places as private homes.

When it is necessary for employees to work on electronic documents away from the City, those documents must have access via the City’s virtual private network (VPN), and no copies shall be stored on private computer equipment or other electronic media.

6.1.2 Migration of an Original Record to a Trusted Copy To ensure the accuracy of a Trusted Copy, employees of the OOR must follow the department’s approved process before replacing an original record. The process must be approved by the City Clerk.

Before designating a record as a Trusted Copy, legibility must be validated and indexes or metadata confirmed as accurately reflecting the content of the original record.

Once the Trusted Copy has been validated and designated as the Official Record, the original record shall be immediately destroyed in the approved manner, unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions and Ordinances.

6.1.3 Vital Records
Vital Records are those records needed to continue business operations in the event of a disaster, and will be identified as such on the Record Retention Schedules. Each department will be responsible for defining a Business Continuity Plan that includes the protection and maintenance of vital records. Examples of protection include, but are not limited to:
 Storing hard copies in a fire-resistant filing cabinet or area, or in a locked vault, either on site or off site.
 Storing duplicate hard copies at a secure offsite facility for the duration of the retention life of the vital record.
 Providing regular back-ups for electronic vital records.  Printing vital records on acid-free, archival quality paper.  Maintaining:
o A list of physical locations of vital records storage facilities and systems. o Access codes, passwords and/or keys for facilities and systems. o Equipment used to store vital records, or needed to access electronically stored vital records.
o An inventory of vital records within the facility.
o Procedures for accessing the vital records.

6.1.4 Historical Records
Historical Records are records that are valuable to future researchers to document the accomplishments, changes and growth of the City. Record Series’ that may contain historical records will be identified within the Record Retention Schedules. Historical Records may be Administrative Policy No. 8

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maintained within each department based on individual departmental procedures, or forwarded to the City Clerk’s office for archival storage.

In the normal course of business, the historical value of a record may not be apparent. Routine business practices may cause certain records to be destroyed before or after historical value is determined.

6.1.5 Confidential Records
There are many sources of legal authority to exempt a record from disclosure including, but not limited to, the California Public Records Act, Government Code §7920.000 through §7930.215. 6250 through §6270. It would be impractical to list all definitions of “confidential” records in this Policy. If there is any question as to whether or not a particular record should be designated as “confidential,” the Department Director will consult the City Attorney.

Confidential records must be maintained with sufficient security, and in accordance with applicable laws, to protect their contents from unauthorized access. Departmental procedures to ensure the security of confidential records will be the responsibility of the Department Director.

6.1.6 E-mail Communication
E-mail messages and any electronic attachments will be reviewed regularly to determine relevance to current City business. When relevant, the e-mail must be converted to an electronic record, or printed in hard copy, and retained with the associated topic or record series (e.g. project file, purchase order, professional services agreement) for the required retention period as designated in the Record Retention Schedules.

Routine e-mail messages are comparable to telephonic communications and are considered either Transitory Records or Non-records. Such e-mail is not intended to be retained in the ordinary course of City business, and the informational content of such communications is neither necessary nor intended to be preserved for future City use or reference.

E-mail systems are not intended to be, and will not be, used for the electronic storage or maintenance of official records, or as document management systems. E-mail communications are retained as follows:
 E-mail will automatically be removed and deleted permanently from the user’s Inbox after 180 days.
 E-mail communications relocated to the e-mail folder system will be automatically removed and deleted permanently from the corresponding folder after 2 years.

6.1.7 Databases
For Record Retention purposes, the City considers all databases, whether residing on City systems or hosted by an outside source, to be Transitory Records. The blanket retention period for databases is “Until Superseded” to reflect that only the current version has informational value to the City.

The OOR that uses, maintains and modifies a database must assure the information contained within the database is correct and accurate, and has the obligation to produce information from the database, as needed, to perform City business. Due to the transitory nature of databases, periodic reports produced from a database, and used for administrative, fiscal, legal or historical purposes, may become Official Records. Reports designated as Official Records must be maintained in accordance with the Record Retention Schedules.

For example, the City’s Annual Budget Report captures the financial position at the end of a fiscal year, and is used to inform the City Council, staff and citizens of the City’s financial state. Thus, the report must be retained for the retention period designated in the Record Retention Schedule to reflect operational needs.

6.2 Storage and Preservation of Records

6.2.1 Active Records
Storage and preservation methods for active Official Records must be approved by the City Clerk and meet all of the following minimum specifications:

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a. Records must be stored and maintained using complete inventories and accurate indexes which allow them to be identified, retrieved and disposed of in an expeditious manner. b. Records must be maintained so they are readily accessible to conduct current City business. c. Storage systems for Official Records will accommodate hard-copy or electronic records, and must also conform to the requirements of a Trusted System. Migration of original records to electronic form requires a process that complies with Section 6.1.3 of this policy.

6.2.2 Inactive Records
Inactive records may be stored in a secured City facility or stored by a commercial service provider. An Off-site storage facility must:
a. Meet applicable state and local codes.
b. Provide protection from fire and intrusion.
c. Provide reasonable access to records in a timely manner.

Each department shall maintain an inventory of its inactive records in storage and forward an electronic copy of said inventory to the City Clerk’s Office. Prior to sending records to storage, Duplicate Copies, Transitory Records, and Non-Records must be removed and destroyed in accordance with this Policy.

6.2.3 Hosted Electronic Records
Hosted electronic records must follow the City’s record retention schedules. The hosting company must:
a. Meet applicable state and local codes.
b. Provide protection from fire and intrusion.
c. Provide reasonable access to records in a timely manner.

6.3 Destruction of Records

6.3.1 Destruction of Original Records After Migration to a Trusted Copy Once an original record has been migrated to a Trusted Copy, in accordance with the procedures for creating a Trusted Copy, the original record shall be immediately destroyed in the approved manner unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions and Ordinances.

6.3.2 Destruction of Duplicate Copies
No Duplicate Copy will be maintained longer than the retention period of the Official Record, and may be destroyed at any time within the retention period.

Department Directors will ensure that employees follow the established procedures within Section 7 of this Policy. Prior to the destruction of a Duplicate Copy, the employee shall ensure that:
a. The writing is, in fact, a Duplicate Copy and not an Official Record. b. The writing is no longer required for the operational needs of the department.

Duplicate Copies of certain records may be requested by, and provided to, outside entities via the California Public Records Act, legal discovery or other valid and approved methods of dispersion.

The City realizes that it neither has control over, nor can it enforce the storage, management and disposal of, Duplicate Records released to outside entities.

6.3.3 Destruction of Transitory Records
A Transitory Record may be destroyed at any time. Prior to the destruction of a Transitory Record, the employee shall ensure that:
a. The writing is, in fact, a Transitory Record and not an Official Record. b. The writing is no longer required for the operational needs of the department.

6.3.4 Destruction of Non-Records:

A Non-Record may be destroyed at any time. Prior to the destruction of a Non-Record, the employee shall ensure that:

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a. The writing is, in fact, a Non-Record.
b. The writing is no longer required for the operational or reference needs of the department.

6.3.5 Destruction of Information on Obsolete Electronic Equipment Certain electronic equipment, including Trusted Systems, used by the City may contain methods of electronic storage of City information. This information may be captured and stored as the equipment is used in the normal course of business.

The City understands that, as electronic equipment and technology change, information processing systems and new storage methodologies may allow for the capture of confidential and non-confidential City information.

Prior to decommissioning the equipment, the responsible department shall ensure that all information relating to City business will be deleted or otherwise made illegible from any data storage systems on or within the equipment. Under no circumstances shall any electronic equipment be released from City property for recycling, destruction or other disposition until the City information has been deleted. Written confirmation of the destruction of the information will be provided to the City Clerk.

6.3.6 Destruction of Non-paper Media Records
Official Records stored on non-paper media must be destroyed in a manner consistent with this Policy. Documentation for the destruction of these records shall be prepared and retained in accordance with Section 7 of this Policy.

After all Official Records stored on non-paper media (e.g. magnetic tape, disks, diskettes or other magnetic medium) have been destroyed, the medium itself may be reused, recycled or destroyed.
7 PROCEDURES
The Procedures for the management, storage and preservation, and destruction of records are as follows:

7.1 Access to Electronic Records Systems
A Department Director, or designee, shall approve access to electronic records systems for any employees, contract employees, consultants, or volunteers, as needed to fulfill the requirements of their employment.

Any electronic records system is subject to audit on a periodic basis. An audit may include operations performed on the database, the date and time an operation occurred and by whom, the database record number, the database index and/or metadata associated with the record, or any other pertinent data where practical.

7.2 Process for Scanning and Imaging of City Records and Documents Laserfiche is the City’s document management system for archiving electronic Trusted Copies and for electronic copies of documents for which there is no legal authorization for destruction (e.g. records affecting title to real property or liens thereon; minutes, ordinances, or resolutions of the legislative body or of a city board, agency or commission). These documents must be stored within Laserfiche as a Portable Document Format for Archiving (PDF/A), indexed as required by this Policy, and searchable utilizing Optical Character Recognition (OCR).

Laserfiche is also used by departments as an operational tool for access and storage of documents related to current City business.

Procedures for scanning a hard-copy document as a PDF/A image for storage in Laserfiche as an Official Record shall be established and reviewed periodically by each department, based upon their specific needs. Priority shall be given to those records that must be retained on a permanent basis, Administrative Policy No. 8

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and to those records which need to be frequently retrieved. Examples of records eligible for scanning include, but are not limited to, the following:
 Ordinances & Resolutions
 Minutes
 Plans and Permits
 Contracts and Agreements
 Approved Construction Plans
 Purchase Orders, Time Cards and other financial records Departments shall review and purge unnecessary documents from their records prior to scanning.

Purging involves evaluating documents within a record, and discarding documents determined to be Transitory Records, Duplicate Copies or Non-Records.

After the PDF/A images are created, the department shall verify the images are legible and complete.

Images will be verified, indexed, and the OCR process completed as soon as possible after scanning occurs.

When creating an electronic Trusted Copy, the department must determine that the original record has been successfully transferred into electronic format as defined above. The original record will then be destroyed in accordance with this Policy.

Non-scanned images must be imported into Laserfiche in PDF/A format, indexed and the OCR process completed, thereby meeting all the same requirements as described above for scanned images.

These procedures will be evaluated by the City Clerk and updated, as needed.

7.3 Destruction of Official Records
Official Records, for which the retention period identified on the Record Retention Schedules has elapsed, will be destroyed in accordance with this Policy. Unless placed on legal hold by the City Attorney, records designated for destruction must be destroyed within the calendar year after the record expires.

A record that expires during the current calendar year must be destroyed by December 31st of the following calendar year. For example:

If expiration occurs on: Then destroy no earlier than: or no later than:

January 1, 2015 January 1, 2016 December 31, 2016
December 31, 2015 January 1, 2016 December 31, 2016
Periodic reviews of records will be performed by Records Coordinators. Additionally, to ensure compliance with this Policy and the Record Retention Schedules, the City Clerk will annually designate a date for departments to review their records and prepare requests for destruction.

Records for which the retention period has elapsed must be identified and included on a Destruction Approval Form, which is signed by the Department Director and forwarded to the City Clerk. The City Clerk will review the form for completeness and then forward the form to the City Attorney (or designee) for approval along with a complete inventory listing of the records to be destroyed.

Upon approval, the City Attorney shall return the form and inventory listing to the City Clerk for final review and processing.

Hard-copy records approved for destruction must be destroyed by the City Clerk (or designee) using one of the following methods:
 Recycle Bin: Expired documents that are not confidential.  Shredding: All other records approved for destruction.

NOTE: Confidential documents must be shredded by the City Clerk’s designee responsible for the destruction of those records. Commercial services may be used for destruction of paper documents, provided that destruction is completed at City facilities.

Administrative Policy No. 8

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Destruction of Official Records in electronic format must follow the same approval process as outlined above for the destruction of hard-copy records. Upon approval, electronic records must be destroyed by the City Clerk (or designee) using methods that permanently delete the records.

The destruction process must include all Duplicate Copies of the Official Record.

Following the destruction of records, the City Clerk (or designee) shall certify that the records have been destroyed. All certificates of destruction shall be maintained by the City Clerk.

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10-00-00 POLICE SERVICES
Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
10-01-00 Administration / Chief of Police
10-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

COP/Admin IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
10-01-03 General Orders Maintained in Lexipol. COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation given. 10-01-04 Rules & Regulations COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation given. 10-01-05 Special Orders Includes vacation sign ups and special details. Moves the bulk of staff all at once based on the event / order.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-01-06 Personnel Orders COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-01-07 Administrative Staff Memos General status updates on current projects and items of interest.

COP/Admin CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
10-01-08 Supervisor Staff Memos General status updates on current projects and items of interest. Pertains mainly to operational issues.

COP/Admin CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
10-01-09 Work & Duty Schedules COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-01-10 Internal Affairs / Investigations Also includes officer involved deaths. COP/Admin C AC EY+5, not sustained
findings
EY+15,
sustained
findings
PC 832.5(b) Statutory minimum is 5 years for not sustained complaints, 15 years for sustained complaints. EVC 1045; 5 years for conductPC 801.5; SOL of 4 years after eventPC 803(c); public officer, crime descriptionsVC 2547; SOL of 3 years for officer fraudGC 12946; 2 years after completion/position filled 10-01-11 Use of Force Reports COP/Admin CY EY+5, not
sustained
EY+15,
sustained
GC 34090; 2 year minimum requirement.PC 832.5; 5 year minimum requirement.State of California Guidelines; Current year plus 5 years for use of force files 10-01-12 Unusual Incident Reports Completed with Use of Force, CHP 187, injuries to employees and other unusual events.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for use of force files 10-01-13 Locker & Riot Locker Logs Includes combinations and assigned lockers COP/Admin C S+2 GC 34090; 2 year minimum requirement State of California Guidelines; After superseded
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
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COP/Admin S+2 GC 34090; 2 year minimum requirement
State Recommendation; 2 years after superseded for listings of equipment assigned to divisions and officers. 10-01-15 Pitchess Motions Copy maintained with the officer's file. COP/Admin CY+2 GC 34090; 2 year minimum requirement10-01-16 Concealed Weapons Permits Includes application, background and records checks reviewed by the Chief of Police for the issuance of the permit. Also includes notification from the Sheriff’s Department of the County of Alameda advising they have issued a Concealed Weapons Permit for a subject residing, employed in or owing a business in the City of CityDenied permit applications COP/Admin AE+2
CY+2
GC 34090; 2 year minimum requirementState Recommendation, 2 years after the license expires. 10-01-17 Litigation Duplicate of originals on file with the County.

General casesHigh profile cases
Attorney
AC+7
P
GC 34090; 2 year minimum requirementState of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently. 10-01-18 Employee Identification Identification for police employees and retirees for carrying firearms. Retirees need to qualify for carrying.

COP/Admin AE+2 GC 34090; 2 year minimum requirement
State Recommendation, 2 years after the license expires. 10-01-19 Building Security Door Passes & Logs Tracks key cards and access to the police facility. COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for daily logs. 10-01-20 Surveillance Recordings - Police Facilities Includes in-building and parking lot surveillance. COP/Admin AC+1
GC 34090.6; one year. If a claim is filed or pending litigation, retain with the case file.State of California Guidelines; 100 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6Administrative Decision: Video surveillance is maintained for 7 days due to system storage limitations. 10-01-21 Grant Applications and Programs Incoming grants for the PD. COP/Admin AFP+7 * 24 CFR 85.42; Grants & co-operative agreements, 3 years after submission of last expenditure report29 CFR 97.42; grants must be kept for 3 years.State of California Guidelines; 7 years after grant closure. * State recommends referring to grant application close-out procedures, if any. 10-01-22 Volunteer Program Includes application, ride-along waiver, background authorization, supplemental background information form, criminal history and records checks, LiveScan fingerprinting, training, community service records, background letters to neighboring agencies, and ID cards.Denied volunteer applications COP/Admin AT+3
AC+3
GC 12946; 2 years after completion/position filledState of California Guidelines; 2 years after terminationAdministrative Decision: Maintain volunteer files for 3 years after termination for hired, 3 years after position filled for denied applications to follow recruitment retention. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
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COP/Admin C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint information for city employment for 2 years after termination. 10-01-25 Applicant Fingerprint Requests Fingerprint requests of public applicants. Does not include the fingerprint.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint information for city employment for 2 years after termination. 10-02-00 Records *** Maintain all case files confidential while active.

California Public Records Act to be consulted.
10-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-02-02 RMS/CAD System Electronic case management system. Records C IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
10-02-03 Case Reports - All Other Crime reports, DUI's, incidents, manditory registrants, bookings/arrests, missing persons, restraining orders, criminal protective orders, NCIC entries. May include property, photos, field interview cards, additional documents and any other elements for the case. All files scanned and stored in the RMS system.

Records V Varies See specific case retention periods and citations listed below this heading:
10-02-03.1 187 - Murders Records V, C *** P PC 187; Definitions PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. 10-02-03.2 Officer Involved Shootings, use of force, or sexual assault of a member of the public by an officer
Includes shootings, use of force incidents, or sexual assault of a member of the public by an officer Records V, C *** AC+25 EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.PC 832.5; 5 years after case closure where allegations not sustained, 15 years for sustained findings,
confidential document not for public exposure. PC 832.7 VC 2542 & 2547; Officer fraud or misrepresentation. 3 years after act or omission.State Recommendation; Closure of case plus 25 years.DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
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10-00-00 POLICE SERVICES
Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-02-03.3 Drug / Sex Crime Registration Sex offenders - Adult Sex offenders - Juvenile
Records V, C *** L+2
* Varies
GC 34090; 2 year minimum requirement* PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-02-03.4 City Employee Cases Records V, C *** AC+7 29 CFR 1904.33; OSHA reports maintained for the current year plus 5 years.State of California Guidelines; 7 years after closure 10-02-03.5 Sex Crimes Includes child molestation, rape and other sex crimes. Records V, C *** L+2 PC 261; Definitions PC 220; Definitions & punishmentsPC 286; Definitions & punishmentsPC 288; Definitions & punishmentsPC 289; Definitions & punishmentsW&I 781; Juvenile records, when offender reaches age 38, or 5 years after records are sealed.Department of Justice recommends 25 years.Administrative Decision: Maintain sex crime cases for 2 years after proof of offender's death. 10-02-03.6 Weapon Crimes Possession of illegal weapons, carrying concealed weapons, and other crimes relating to the possession or use of illegal weapons where no other crime has occurred.

Records V, C *** AC+5 GC 34090; 2 year minimum requirement Administrative Decision: Retain weapon crime information for 5 years to track potentially violent individuals. 10-02-03.7 Felony Cases, Permanent Includes murder, kidnapping for ransom, treason, procuringexecution by perjury, train wrecking, sexual assault, assault with a deadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death.

Records V, H, C *** P PC 799, 801.1, 803; No statutes of limitations on actions CCP 335.1; Must commence action within 2 yearsIndefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. State of California Guidelines; Permanent 10-02-03.8 Felony Cases, Non-permanent Does not include murder, kidnapping for ransom, treason, procuring execution by perjury, train wrecking, assault with adeadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death Records V, H, C *** AC+6 GC 34090, 2 year minimum requirement CCP 338 et al.; up to 3 years after commission of offense or after realization of offense, 6 years for notory public offenses.State of California; Prosecution of cases involving 8 or more years in prison must commence within 6 years. 10-02-03.9 Child Abuse Records V, C *** AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ RecommendationPC 288, 647; Definitions ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
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10-00-00 POLICE SERVICES
Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-02-03.10 Missing Persons Records V, C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.DOJ recommends permanent for unsolved missing persons. 10-02-03.11 Unattended Death / Suicide Suspicious
No suspicious circumstances
Records V, H, C ***
V, C ***
P
AC+2
PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. State of California Guidelines; PermanentGC 34090; 2 year minimum requirement 10-02-03.12 Robberies / Burglary Includes grand theft and other robberies and burglaries. Records V, C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.State Recommendation; Closure of case plus 3 years. 10-02-03.13 Stolen Vehicles Records V, C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.State Recommendation; Closure of case plus 3 years. 10-02-03.14 Misdemeanors / Infractions, Filed Records V, C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons. 10-02-03.15 Misdemeanors / Infractions, Not Filed Misdemeanors with no leads, no convictions or arrests not filed.

Records V, C *** AC+2 GC 34090; 2 year minimum requirement CCP 338; up to 3 years after commission of offense or after realization of offense.State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons. 10-02-03.16 Marijuana Related Crimes Records V, C *** AC+2 * HS 11361.5, 11361.7, 11357 B, C, D, or E; 2 years after case closure, * or until offender reaches the age of 18 years provided there are no active warrants associated with the case. Destroy Juvenile marijuana cases after age 18.H&S 11362.1, Legal adult use of cannabis productsCombined cases may be retained for the longest applicable retention period. The District Attorney may vacate the conviction and the City may destroy the case file sooner than the retention period listed. 10-02-03.17 Accident Reports, General & Misdemeanor
Infractions
Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons.Administrative Decision: Maintain for 2 years after closure of the case. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
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10-00-00 POLICE SERVICES
Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-02-03.18 Accident Reports, Felony & Fatality Collisions Records AC+25 PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. State of California Guidelines; PermanentAdministrative Decision: Maintain felony and fatality accident reports for 25 year after closure to follow other agency practices. 10-02-04 Subpoenas Duces Tecum Subpoenas for records or property. Records CY+2 GC 34090.7; Duplicate records may be destroyed at any point before the total retention periodState of California Guidelines; Current year plus 2 years. Courts/County maintain the original record. 10-02-05 Medical Screening Forms Used to evaluate prisoner's medical status prior to incarceration. Information is not confidential since it is used for classification and for making custody personnel aware of conditions of the prisoner.

Records AC+7 * H&S 123145; * Under 18 - 1 year after 18th birthday or 7 years, whichever is longer. Over 18 - 7 years after discharge.15 CCR 1205; Maintain separately from inmate files, no retention listed15 CCR 1207; Maintain, no retention listedCalifornia "Minimum Guidelines for Local Detention Facilities" state "There is no Title 15 regulation related to records retention" for these records. 10-02-06 Record Sealings Adults Records V, C *** AC+3 * PC 851.8(a); Factually innocent records, 3 years after arrest, * with district attorney approval.
10-02-07 Record Sealings Juveniles Records V, C *** AC+5 ** Date of court ordered destruction W&IC 781; 5 years after sealed by court order for at-risk youth; ** W&IC 781; When juvenile reaches the age of 38 for murder and/or sex crimes occuring before the child is 14 years of age** W&IC 781; For murder and/or sex crimes occuring on or after the child reaches age 14, DO NOT DESTROY.
10-02-08 Criminal Subpoenas Any subpoenas having to do with a criminal case. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain subpoena logs and subpoena duplicates for the current year plus 2 years. 10-02-09 Statistical Report Requests Reports and data generated monthly from Alliance and distributed to requesting divisions/units, departments, agencies or the public.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical reports. 10-02-10 Monthly DOJ/UCR/BACS (MACR) Report Electronic statistical report maintained on a flash drive for future analysis. MACR - Monthly Arrest & Citations Register - DOJ form JUS 750.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical reports. 10-02-11 DOJ Audit Reports / NCIC Entries National Crime Information Computer. DOJ requires reporting monthly for stolen vehicles/license plates, stolen weapons, warrants, missing persons and restraining orders. Inhouse audit performed and results faxed to DOJ.

Records AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly, and annual activity/statistical reports. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
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Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 10-02-13 Citation Logs Maintain electronically in case management system. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for parking & traffic citation duplicates. 10-02-14 Cash Receipt Books Log of monies receive at the PD counter. Records CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 yearsState of California Guidelines; 4 years after annual audit 10-02-15 Criminal Background Checks Requests for criminal history from an outside agency. Records CY+3 GC 34090; 2 year minimum requirement CCP 340; 1 year statute of limitations11 CCR 707(c); 3 years after release of record 10-02-16 Clearance Letters Includes requests from persons residing in the City of City asking for a cursory records check through our RMS system to ascertain if the person has any negative information on file in our RMS system. This request results in a letter stating the results of the records check.

Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for requests for criminal history 10-02-17 False Alarm Claims Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for false alarm duplicates. 10-02-18 Audio Recordings - Litigation/Case Related Includes telephone and radio communications for criminal cases only. Recordings determined by the City Attorney for litigation or the District Attorney for crime prosecution.

Records 180 Days * GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.State of California Guidelines; 180 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6 10-03-00 Patrol Records10-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Patrol AT+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after termination for radar calibration records 10-03-05 DUI Billing Cost recovery for DUI actions. Patrol AC+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain billing records for 2 years after closure of case. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
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Patrol
60 days
(nonevidenti
ary); 2 years
(evidentiary)
PC 832.18 (b)(5)(A) - nonevidentiary body worn camera footage; 60 days PC 832.18(b)(5)(B) - evidentiary body worn camera footage; 2 years if (1) the recording is of an incident involving use of force by a peace officer; (2) the recording is of an incident that leads to detention or arrest; or (3) the recording is relevant to a formal or informal complaint against a law enforcement officer/agency. 10-03-06.1 Body Worn Camera and/or Dashboard Camera
Video – Incident with no detention
Routine call for service. No detention or enforcement action taken. Business contact, citizen contact, advice call, etc. Does not include citizen complaints.

Patrol 2 years GC 34090; 2 year minimum requirement.
10-03-06.2 Body Worn Camera and/or Dashboard Camera
Video – Enforcement Contact
All detentions. Probation/parole searches not resulting in arrest. Traffic stops, pedestrian stops, bike stops, etc Patrol 3 years GC 34090; 2 year minimum requirement.
10-03-06.3 Body Worn Camera and/or Dashboard Camera
Video – Mental Health Contact
Any call for service where the main complaint or issues deal with mental health. 5150s, mental health welfare check, etc.

Patrol 5 years GC 34090; 2 year minimum requirement; PC §148.6, §832.18, §13010.5, §13012, and §13012.5
10-03-06.4 Body Worn Camera and/or Dashboard Camera
Video – Child Abuse
Patrol AC + 10 PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ RecommendationPC 288, 647; Definitions 10-03-06.5 Body Worn Camera and/or Dashboard Camera
Video – Misdemeanor Case
All misdemeanor cases that are not covered by a more specific category.

Patrol 2 years GC 34090; 2 year minimum requirement.
10-03-06.6 Body Worn Camera and/or Dashboard Camera
Video – Domestic Violence
All calls for service and investigations related to misdemeanor or felony domestic violence of DV restraining order violations.

Patrol 15 years
10-03-06.7 Body Worn Camera and/or Dashboard
Camera Video – DUI
Any arrest for DUI Patrol 10 years
10-03-06.8 Body Worn Camera and/or Dashboard Camera
Video – Felonies, permanent
Includes murder, kidnapping for ransom, treason, procuring execution by perjury, train wrecking, sexual assault, assault with a deadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death.

Patrol P "PC 799, 801.1, 803; No statutes of limitations on actions CCP 335.1; Must commence action within 2 yearsIndefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. State of California Guidelines; Permanent" 10-03-06.9 Body Worn Camera and/or Dashboard Camera
Video – Felonies, non-permanent
Felonies, not including murder, kidnapping for ransom, treason, procuring execution by perjury, train wrecking, assault with adeadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death.

Patrol AC + 6 GC 34090, 2 year minimum requirement
CCP 338 et al.; up to 3 years after commission of offense or after realization of offense, 6 years for notory public offenses.State of California; Prosecution of cases involving 8 or more years in prison must commence within 6 years. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
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EY+5
Sustained:

EY+15
EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.PC 832.5; 5 years after case closure where allegations not sustained, 15 years for sustained findings, confidential document not for public exposure. PC 832.7 10-03-06.12 Body Worn Camera and/or Dashboard Camera
Video – unattended death/suicide
Suspicious circumstances Non-suspicious circumstances
Patrol P
AC+2
PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. State of California Guidelines; PermanentGC 34090; 2 year minimum requirement 10-03-07 Parking Permit Logs Ongoing log of permits. Patrol AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion/closure for residential parking permits 10-03-08 Vehicle Maintenance Logs Patrol L+410-03-09 License Plate Reader, LPR Includes recordings of license plates by officers. Patrol 180 Days * GC 34090; 2 year minimum requirement 10-05-00 Personnel & Training Records10-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
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Personnel C AT+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination29 CFR 516.5 - 6; 3 years after action29 USC 1113; 6 years after date of last actionGC 12946; 2 years after termination or actionState of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees. 10-05-03 Background Checks - Hired Personnel Personnel C P PC 832.5; 5 years for officer complaints State of California Gudelines; Permanent for hired Safety Personnel 10-05-04 Background Checks - Unsuccessful Candidates Personnel C AC+3 PC 832.5; 5 years for officer complaints State of California Gudelines; 2 years after position closes for Safety Personnel not hired.Administrative Decision: Maintain background checks for 3 years after the position is filled to meet recruitment retention requirements. 10-05-05 Employee Training Files Includes certificates of training, training packets.

Training tracked in the training management database.

Personnel AS+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250 7921.505; PRA, confidential record status State of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training. 10-05-06 Training Reimbursement Forms Used for officer training reimbursements. Duplicated information that is sent to Finance for processing. Maintained for 1 year in PD.

Personnel AC+1 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-05-07 Instructor Files, Range Includes class outline, tests, precentages, roster, handouts, instructor's qualifications and resumes, qualification criteria and training scenarios, range lesson plans, firearms safety plan, weapon maintenance, firearm training manuals, simulation training, range master and safety officer for firearms and less-lethal weapons.

Personnel AC+15 GC 34090; 2 year minimum requirement
State of California Guidelines; 15 years after completion for range lesson plans. No citation given.
10-05-08 Instructor Files, General Includes class outline, tests, precentages, roster, handouts, instructor's qualifications and resumes, qualification criteria and training scenarios.

Personnel AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years for general lesson plans. 10-05-09.1 Citizen Inquires - non-complaints Form completed by a citizen. Complaints become formal investigations. Non-complaints are forwarded to other divisions or departments, as needed. Limited to non-complaints.

Personnel S
(after
superseded)
Transitory Record: Maintain indefinitely or until data is transferred to record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
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Personnel Not
sustained
complaints:

EY+5
Sustained
complaints:

EY+15
PC 832.5(b)
10-05-10 Professional Improvement Plan 6 month plan to improve performance. May include training sessions.

Personnel AS+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250 7921.505; PRA, confidential record status State of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training. 10-06-00 Investigations
10-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-06-02 Informant Files Maintained in paper form and reviewed annually for activity. Includes vice crimes (gang, narcotics, prostitution, robbery).

CIS C AT+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 10 years after termination for informant files, no citation stated
10-06-03 Registration Files - 290, Adults For sex offenders. Activity based on ORI status. CIS L+2 GC 34090; 2 years minimum * PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-04 Registration Files - 290, Juveniles For sex offenders. Activity based on ORI status. CIS * Varies GC 34090; 2 years minimum * PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-05 Registration Files - 457.1, Adults Arson CIS L+2 GC 34090; 2 years minimum H&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirement* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
Records Retention Schedules and UFIRST™ Index

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10-00-00 POLICE SERVICES
Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-06-06 Registration Files - 457.1, Juveniles Arson CIS * Varies GC 34090; 2 years minimum H&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirement* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-07 Registration Files - 11590 HS Drug registrants CIS L+2 GC 34090; 2 year minimum requirement H&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirementState of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-08 Track Fliers Includes BOLOs from the City to other agencies. CIS CY+2 GC 34090; 2 year minimum requirement10-06-09 Evidence Purge/Disposition Includes weapons destruction logs, drug destruction logs, deposit receipts, property disposition memorandums and returns to owners.

CIS P State of California Guidelines; Permanent for gun destruction. No citation given. Current year plus 2 years for property control logs recording items coming into and going out of property rooms. 10-06-10 Auction Reports CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after financial audit for surplus property auctions including listings of property. 10-06-11 Criminal Case Disposition Notification/Reports Case disposition confirmation from the District Attorney or court system. DOJ form 8715.

CIS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for case tracking records 10-06-12 Asset Seizure/Forfeiture Form For monies seized over a certain amount. Requested from a major crimes task force, and ultimately scanned to Records with the case file. Originals are maintained by the DA, a copy is maintained by the City.

CIS CY+1 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-06-13 Property Receipts Tracks property releases and dispositions. Used to permanently track history of evidence. Not destroyed with the case file.

CIS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; No citation given. Current year plus 2 years for property control logs recording items coming into and going out of property rooms. 10-06-14 Second Hand Dealer Licenses Includes licenses for antique dealers and other second hand sellers.

CIS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers. 10-06-15 Unclaimed Property Retrieval of property. CIS 10M * CCP 2080.10; 60 days to 10 months for retrieval of property. 60 days up to 10 months for safekeeping, 90 days for found property. 10-06-16 Pawn Slips CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers. 10-06-17 Alcohol Licensing - Temporary Use Includes one day events. ABC form 221. CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for temporary use permits ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
Records Retention Schedules and UFIRST™ Index

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10-00-00 POLICE SERVICES
Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-06-18 Annual Card Room Permits CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for bingo licenses.Administrative Decision: Maintain annual card room permits for the current year plus 2 years to follow bingo retention requirements by the State. 10-06-19 Cabaret Permits - Temporary CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for temporary use permits 10-06-20 Cabaret Permits - Annual CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for certain licenses.Administrative Decision: Maintain cabaret permits for the current year plus 2 years to follow similar retention required by the State. 10-06-21 Massage Parlor Establishments CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion plus 2 years for massage parlor permits. 10-06-22 Taxi Cab Permits CIS AT+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after termination for taxi licenses and permits 10-07-00 Communications
10-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Comm V,C ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period
10-07-03 911 Logs Hardcopy log created from dispatch for 911 data. Comm ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period
10-07-04 Audio Recordings - Routine Includes telephone and radio communications. If crime related, the District Attorney must request audio within 100 days of the date. The City Attorney will inform the PD about pending litigation, and will approve destruction of recordings on a monthly basis.

Comm 180 Days * GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.State of California Guidelines; 180 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6 10-07-05 Tow Logs - Private Property/Repos Maintained in a binder and sent to Records for archives when binders are full.

Comm CY+2 GC 34090; 2 year minimum requirement
10-07-06 CAD Event Logs Electronic documents created when a reporting party calls in to the police department to request assistance.

Comm CY+2 GC 34090; 2 year minimum requirement
10-08-00 Crime Prevention Committee
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024 City of Pacifica
Records Retention Schedules and UFIRST™ Index

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All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-08-02 Agendas & Agenda Packets COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 10-08-03 Minutes COP/Admin P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 10/23/2024

Pacifica City CouncilOctober 28, 2024

Pacifica City Council
October 28, 2024