Resolution No. 25-9459 — City Council and Authorities Concurrent, June 24, 2025

Resolution/Police Records Retention 2025 Page 1 of 2
Rev: 6/24/2025
RESOLUTION NO. 25-9459

A RESOLUTION OF THE CITY OF SANTA CLARA,

CALIFORNIA, RESCINDING THAT PORTION OF RESOLUTION
12-7965 APPLICABLE TO THE POLICE DEPARTMENT

RECORDS RETENTION SCHEDULE AND APPROVING AND

ADOPTING THE UPDATED RECORDS RETENTION SCHEDULE

FOR THE POLICE DEPARTMENT

WHEREAS, the purpose of the City’s Records Retention Schedule is to establish the categories of records created or received by City departments and to clearly establish retention periods for how long records will be retained by the City consistent with Federal and State laws; WHEREAS, the City adopted a city-wide Records Retention Schedule for all departments including Police Department, August 28, 2012, by Resolution 12-7965; WHEREAS, significant changes have been made to state regulations and laws regarding the retention of certain Police records, and the Department has adopted new technologies and procedures, which taken together require that the current portion of the City’s Records Retention Schedule pertaining to Police records be updated; and WHEREAS, the City Council now desires to approve and adopt the Updated Records Retention Schedule for the Police Department, attached hereto, for the orderly and lawful maintenance of the Police Department’s records.

NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That the portion of Resolution 12-7965 applicable to Police Department records is hereby rescinded.
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2. That the updated Police Department Record Retention Schedule, attached hereto and incorporated herein by reference, is hereby approved and adopted.

3. Effective date. This resolution shall become effective immediately.

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED

AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE 24TH DAY OF JUNE, 2025, BY THE FOLLOWING VOTE:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

Attachments incorporated by reference:

1. Police Records Retention Schedule
Resolution/Police Records Retention 2025
Rev: 6/24/2025
Chahal, Cox, Gonzalez, Hardy, Jain, and Park, and
Mayor Gillmor
None
None
None
ATTEST: ~

NORAPENTEL,MC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

Page 2 ends

City of Santa Clara
Police Department Records Retention Schedule
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments
001 Agreements, Contracts and Leases - Construction, Improvements to Real Property and Facilities
Executed agreements and contracts for construction and/or improvements to the City's real property and facilities .

Addendums and Amendments
Attachments / Exhibits
Bids, Awards
Bonds
Certificates of Insurance and Endorsements
Change Orders
Disclosures
Exhibits
Letters of Intent
Memoranda of Agreement (MOAs)
Professional Services Agreements
Proposals, Quotations
Proof of Insurance Certificates
Statements of Work (SOWs)
Successful Requests for Proposal (RFP)
Warranties
Police Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090(a) - (PR)
US - 2 CFR 200.334 - (CL+3Y)
US - 48 CFR 4.705-3(h) - (4Y)
002 Agreements, Contracts and Leases - Goods and Services Executed agreements and contracts for goods and services (which includes all types of contracts, such as an agreement, franchise, lease, MOA, MOU and associated ancillary documents, between the City and other parties.

Addendums and Amendments
Attachments / Exhibits
Bids, Awards
Bonds
Certificates of Insurance and Endorsements
Change Orders
Concessions
Disclosures
Exhibits
Franchises
Letters of Intent
Notices of Intent
Proposals, Quotations
Proof of Insurance Certificates
Receiving Reports
Specifications
Statements of Work (SOWs)
Successful Requests for Proposal (RFP)
Warranties
Police While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1(b) - (4Y)
US - 48 CFR 4.705-3(f) - (4Y)
003 Emergency Management
All documentation for dealing with preparation for and responses to emergencies, disasters and/or system failures for City facilities. Includes the Emergency Operations Center.

Business Continuity Plans
Emergency Communication
Disaster Recovery Plan
Drill Records and Employee Training
Emergency Contact Lists, Employee Lists, Roster of
Workers
Emergency Evacuation Procedures
Emergency Operation Plans
Emergency Operations Center
Emergency Preparedness
Emergency Response Programs
Evacuation Plans
Hazard Mitigation Plan
Police While Active+10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

Briefing/Unit Training
Certification Records
Compliance Training
Individual Education, Development
Police Separation+5Y CA - 8 CCR 3203(b)(2) - (1Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (2Y)
Santa Clara Municipal Code 2.80.045 - (MAINT)
Santa Clara Municipal Code 2.80.050 - (MAINT)
005 Employee Training Materials, Courses, Scheduling
Documentation regarding the content of courses and schedules for training offered to employees, officials and volunteers.

Attendance Lists
Presentation Materials
PowerPoint Slide Decks
Rosters
Sign-in Sheets
Testing/Qualifications
Training Bulletins
Police 10Y CA - 8 CCR 3203(b)(2) - (AC+1)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (2Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
US - 29 CFR 1602.14 - (1Y)
Santa Clara Municipal Code 2.80.045 - (MAINT)
Santa Clara Municipal Code 2.80.050 - (MAINT)
006 Grants and External Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which a local government entity is the recipient, grantor, allocator, or administrator.

Includes:
- Combined Federal, State, Local Grants
- Federal Grants
- Local Grants
- State Grants
Applications (including project proposals)
Audits
Award Notification
Funding Requests (State Funded)
Grant Administration
Grant Evaluations
Grant Funding
Grant Invoices
Payroll (certified, Davis Bacon)
Program Rules, Regulations, Procedures
Reports to Funding Agencies
Semi-annual Labor Reports
Police While Active+7Y CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - Office of Emergency Services 2019 Subrecipient
Handbook §11210 - (AC+7Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
Unsuccessful applications are retained for 2 years.

NOTE: If a grant requires longer retention, its specific requirements will take precedence.
007 Policies and Procedures
All administrative documentation of City policies and procedures.

Acronyms
Administrative Policies
Administrative Regulations
Directives
General Orders
Guidelines
Handbooks
Policies
Procedure Manuals
Procedures
Program / Initiative Plans
Standards
Police While Active+10Y CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501(a)-1 - (3Y)
US - 29 CFR 1602.14 - (AC+1Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
008 Procurement - RFP, RFQ, RFI, Bids Not Awarded
Records and information received in response to the City's requisitioning of goods services, or real property, but where the purchase order, contract, or agreement was not awarded.

Bids (unaccepted, rejected)
Exhibits
Price Lists
Quotations
Requisitions
Scorecards
Specifications
Unsuccessful Invitation for Bids (IFB)
Unsuccessful Requests for Information (RFI)
Unsuccessful Requests for Proposal (RFP)
Unsuccessful Requests for Quote (RFQ)
Police While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
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City of Santa Clara
Police Department Records Retention Schedule
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments

Collection Lists
Formal Public Records Requests
Inquiries
Local Appointments List (Maddy Act)
Subpoenas duces tecum
Subpoenas for Records (other than for City legal
actions)
Police While Active+2Y CA - GOV 34090 - (2Y)
010 Code Enforcement
Records and information documenting compliance with City codes, including such issues as:
- Vehicle related, e.g., abandoned, parking
- Yard/garage sales
- Graffiti
- Illegal dumping
- Vacant/abandoned buildings
- Property maintenance
- Abandoned shopping carts
- Prohibited signage
- Home occupations
Administrative Citations
Audio Recordings of Hearings
Certificates of Nuisance and Abatement
Citations
Compliance with Conditions of Approval
Inspections / Enforcement (business, residential)
Investigations
Notices of Noncompliance
Notices of Violation
Photographs
Police 5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802(d)(4) - (4Y)
CA - Law Enforcement Evidence and Property Management
Guide
Santa Clara Municipal Code 2.80.050 - (MAINT)
NOTE: Records for repeat offenders may be retained
longer to document a history of violations
011 Accounts Payable and Receivable
Records and information related to the accounting of monies paid or received by the City, as well as the Mendota Community Corporation (MCC), including payment for financial obligations.

Aging Reports
Asset Forfeiture Funds
Bequests
Cash Management Records (cash disbursement,
cash register receipts, cash receipts)
County Tax Payments
Credit Memos
Donations
Expense Reports, Reimbursements for Employees
and Officials
Fees and Taxes
FEMA Reimbursements
Form 1099 Records and Form W-9 Records
Invoices and Vouchers
Payables
Public Safety Tax
Purchasing Card Expense Reconciliation/Allocations
Receivables
Reconciliations
Refunds
Sales and Use Taxes Paid
Tax Revenue (e.g., gas taxes, property taxes, utility
user taxes)
Police 6Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 26 CFR 31.6001-1(e)(2) - (5Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 97.42 - (3Y)
US - 48 CFR 4.705-1 - (4Y; 2Y)
012 Audits - Internal, External and Administration
Records and information related to both internal and external audits of City activities and administration of auditing activities, including reviewing and documenting operational, compliance, or financial information created as a part of an audit.

Annual Audit Reports
Audit Files, Plans
Audit Schedules
Audit Workpapers
Auditors Reports
General Purpose Financial Audits, Single Audits
Management Responses
Responses
Police 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1(e)(2) - (5Y)
US - 26 USC 6531 - (LA6Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
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City of Santa Clara
Police Department Records Retention Schedule
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments

ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 013 Payroll
Records and information related to the accounting of payroll earnings, deductions, and issuance. This also includes records and information reflecting all earnings and benefits paid to each employee, including:
- Name, address, SSN
- Total amount and date of payments
- Period of service covered for each
- Withholding
- Tax collected
Benefit Payments
Deduction Authorizations, Registers, Reports
Deferred Compensation
Educational Reimbursements
Employee Master File
Federal and State Tax
Garnishments
Overtime Authorizations
Payables
Payroll Checks, Copies, Stub Reports
Payroll Certifications, Controls, Earnings
Payroll Taxes
PERS Reporting
Processing Reports, Reports to Government
Salary Schedules
Timekeeping Records (timecards, out of class
forms/reports, extra help requests)
W-2, W-4
Police 6Y CA - 2 CCR 570.5 - (5Y)
CA - 2 CCR 571(b)(1)(E) - (5Y)
CA - 8 CCR 11040(7)(c) - (3Y)
CA - 22 CCR 1085-2(c) - (4Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - LAB 226a - (3Y)
CA - LAB 1174(d) - (3Y)
CA - LAB 1197.5(e) - (3Y)
CA - UIC 1132 - (LA3Y)
US - 20 CFR 655.760 - (3Y)
US - 26 CFR 31.6001-1(e)(2) - (5Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3(a) - (3Y)
US - 29 USC 436 - (5Y)
US - 48 CFR 4.705-2 - (4Y; 2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
014 Personnel Records
All documents related to paid employees (full and part-time), unpaid volunteers, and interns including but not limited to:
- selection/hiring
- assignments
- promotion
- demotion
- transfer
- layoff / recall / out-placement
- separation / discharge / resignation
- pay rates / other terms of compensation
- work authorizations
- benefit actions
- leave records
- job required trainings
- POST training for Peace Officers
- Ethics
- FEMA/SEMS/CSTI
- Fire Extinguisher
- First Aid/CPR
- Harassment
- Privacy
- Safety
- Specialized Equipment
- Child Protective Services & Boundaries
Applications
Awards, Commendations, Certificates
Benefit Actions (enrollment, claims, changes, life
events, retirement)
DMV Records (pull notices)
Employee Driver Qualification Files
Employee Policy Acknowledgements
FMLA Leave Records
I-9 Documents & Immigration Supporting
Documentation
Individual Employee Agreements, Contracts (copies)
Individual Education, Development, Training Records
Job Offer Letters, Conditional Offers of Employment
Oaths of Office
Performance Evaluations, Reviews or PIPs
Recognition
Records Pertaining to EE Driving Records
Volunteer Acknowledgements, Waivers, Executed
Policy Receipts
Police Separation+5Y CA - 2 CCR 11013(c) - (AC+2Y)
CA - GOV 12946 - (T+2Y)
CA - GOV 34090 - (2Y)
CA - LAB 1198.5(c)(1) - (T+3Y)
CA - LAB 2810.8(b)(4) - (3Y)
CA - VEH 1808.1(c) - (1Y)
US - 8 CFR 274a.2 - (3Y or T+1Y, whichever is longer)
US - 20 CFR 655.760 - (T+1Y)
US - 29 CFR 825.500(b) - (3Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (AC+2Y)
US - 29 CFR 1627.3(b) - (T+1Y)
US - 41 CFR 60-1.12(a) - (AC+2Y)
US - 41 CFR 60-741.80 - (AC+2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
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City of Santa Clara
Police Department Records Retention Schedule
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments

Case Files
Reports
Police Life* CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 290(d) - (Tier 1 - 10Y; Tier 2 - 20Y; Tier 3 - Life of Offender)
CA - PEN 457.1(b)(2) - (Life of Arsonist)
Santa Clara Municipal Code 2.80.050 - (MAINT)
* Life of the offender
017 Criminal Registrations - Gangs
Records for those required to register as gang violence offenders.

Case Files
Reports
Police CU+5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 186.32(c) - (5Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
018 Criminal Registrations - Juvenile Arsonists
Records for those juveniles required to register as arsonists.

Compliance History
Offender Information
Offense Information
Registration Information
Reporting Requirements
Police Age 25 or
SEAL+5Y
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 457.1(d) - (Upon reaching age of 25 or when
records are sealed)
CA - WIC 781(d) - (SEAL+5Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
019 Non-Criminal Police Incident Reports
Records and information of suspicious circumstances, overdoses, reports of assistance granted to outside agencies, reports of incidents taken at Levi Stadium, and any other non-criminal police reports not described elsewhere.

Reports
Statements
Police CU+5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 (2)
Santa Clara Municipal Code 2.80.050 - (MAINT)
020 Parking Enforcement and Traffic Control
Records and information of the Police Department's activities to enforce parking ordinances and control City traffic.

Parking Citations
Payment Information
Residential Parking Permits
Police 4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
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City of Santa Clara
Police Department Records Retention Schedule
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments

Actions Taken
Citizen Complaints
IA Investigative File
Personnel Complaint Packet
Statistics and Reports
Police Completion of
Investigation+5Y
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
CA - PEN 801.5 - (4Y)
CA - PEN 832.5(b) - (5Y, where there is not a sustained finding of misconduct)
CA - VEH 2547 - (3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
023 Police - Complaints, Internal Investigations - Sustained Finding of Misconduct
Documentation of complaints received, formal inquiries, and investigations, including those by Internal Affairs, involving Police department employees (includes officer involved shootings) where there is a sustained finding of misconduct.

Citizen Complaints
Departmental Actions
Police Final
Resolution+15Y
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
CA - PEN 801.5 - (4Y)
CA - PEN 832.5(b) - (15Y, where there is a sustained
finding of misconduct)
CA - VEH 2547 - (3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
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City of Santa Clara
Police Department Records Retention Schedule
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments

Activity Reports
Annual Summaries
Citizen's Academy
Daily Bulletins
Donations (monetary, in-kind)
Hospital Mandated Reports
Logs (booking, incidents, gun/narcotics destruction,
training)
Juvenile Detention Logs
LiveScan Research (for non-City organizations)
Military Equipment Reports
NIBRS Reports
Official Department Correspondence
Organization Charts
Published Reports
Racial Identity and Profiling Act Data
Regulatory Reports
Ride-Along Program Records (waiver forms)
Shift Rosters
Statistics (criminal, non-criminal)
Traffic Stops Reporting
Vehicles Assignments
Watch Commander Reports
Police 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
Santa Clara Municipal Code 2.80.080 - (1Y)
025 Police - Permits Issued
Documentation of permits issued by the Police department for activities including those for:
- Adult Book Stores
- Alarms (residential, commercial)
- Bicycles
- Bingo Establishments
- Closing-out Sales
- Concealed Weapon
- Curb Painters
- Firearm Dealers
- Food Trucks
- Massage Establishments
- Mobile Food Trucks
- Motor Funeral Escort Drivers
- Pawn/Second-hand Dealers
- Private Security
- Public Entertainment
- Residential Parking
- Solicitor/Peddler/Street Vending
- Taxicabs/Pedicabs
- Tow Drivers
Applications
Complaints
Fees Collected
Renewals
Police While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
Santa Clara Municipal Code 5.05.250 - (1Y)
Santa Clara Municipal Code 5.30.090 - (2Y)
Santa Clara Municipal Code 5.35.060 - (1Y)
Santa Clara Municipal Code 5.35.370 - (1Y)
Santa Clara Municipal Code 5.35.470 - (1Y)
Santa Clara Municipal Code 5.40.090 - (1Y)
Santa Clara Municipal Code 5.75.190 - (1Y)
Santa Clara Municipal Code 8.40.030 - (1Y)
026 Police - Seized or Unclaimed Property Records
Records documenting tracking and management of physical property seized by the Police department, or collected by the Police department but unclaimed, and not assigned to a case number or considered as evidence in a criminal investigation.

Notice to Claim Property Letters
Property Dispositions
Property Receipts
Purge Manifest
Police 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management
Guide
Santa Clara Municipal Code 2.80.050 - (MAINT)
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City of Santa Clara
Police Department Records Retention Schedule
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments

Case Files
Evidence Files
Investigations
Police Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
CA - PEN 799 (PR)
CA - PEN 800 (LA6Y)
CA - PEN 801 - (LA3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
028 Police Case Files - Assaults on Police Officers
Records and information created in the documenting of a felony or misdemeanor assault of a police officer with or without weapons.

Reports
Statements
Police While Active+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 (2)
CA - PEN 800 - (LA6Y)
CA - PEN 801 - (LA3Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
Santa Clara Municipal Code 2.80.050 - (MAINT)
029 Police Case Files - Dead Bodies
Records, crime reports and evidence associated with investigations of dead bodies, whether by natural causes or found.

Reports
Statements
Police While Active+10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
CA - PEN 799 - (PR)
Santa Clara Municipal Code 2.80.050 - (MAINT)
* Case is active until body has been identified and cause of death determined. If determination is made that the death was a homicide, records are recategorized as "Felony
Murder/Homicide" case files (see "Police Case Files -
Felony Murder/Homicide, Capital Offenses, Child Abuse,
Elder Abuse, and Violations of Public Trust" below).
030 Police Case Files - Domestic Violence
Records, crime reports and evidence associated with investigations and served protective orders for domestic violence.

Criminal Protective Orders
Reports
Restraining Orders
Statements
Police While Active+10Y CA - CCP 337.5 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
CA - PEN 13710 (MAINT)
Santa Clara Municipal Code 2.80.050 - (MAINT)
031 Police Case Files - Felonies, Excluding Murder/Homicide, Capital Offenses, Crimes of Sexual Violence, Child Abuse, Elder Abuse, and Violations of Public Trust
Records, crime reports and evidence associated with felony violations of laws, excluding homicide and capital violations.

Case Files
Reports
Police While Active*+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - PEN 799 - (MAINT)
CA - PEN 800 - (LA6Y)
CA - PEN 801 - (LA3Y)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
Santa Clara Municipal Code 2.80.050 - (MAINT)
* Case becomes inactive when it has been adjudicated, all appeals exhausted or all time served.

Prepared by Kaizen InfoSource Page 8
City of Santa Clara
Police Department Records Retention Schedule
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments

Case Files
Reports
Police Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
Santa Clara Municipal Code 2.80.050 - (MAINT)
No limitation on commencement of action; PC §261, 286,
288, 288a, 288.5, 289, 289.5, and 799.
033 Police Case Files - Misdemeanors, Infractions
Records, crime reports and evidence of misdemeanors and infractions, including traffic incidents and parking/moving citations and appeals.

Appeals
Case Files
Reports
Police 3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
Santa Clara Municipal Code 2.80.050 - (MAINT)
034 Police Case Files - Missing Persons, Protective Custody and Runaways Records, crime reports and evidence associated with missing persons and runaways.

Case Files
Reports
Police While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management
Guide
Santa Clara Municipal Code 2.80.050 - (MAINT)
* Case remains active until solved
035 Police Case Files - Sealing of Records
Records of court orders to seal records.

Case Files
Reports
Police SEAL*+3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 851.8 - (SEAL+3Y)
CA - PEN 851.90 - (MAINT)
CA - WIC 781.5(a) - (SEAL+3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
*SEAL = Date Records Sealed
036 Police Case Files - Stolen Property
Records, crime reports and evidence associated with stolen property.

Case Files
Reports
Police While Active+3Y CA - CCP 338(c) - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
Santa Clara Municipal Code 2.80.050 - (MAINT)
* Case remains active until solved
037 Police Case Files - Traffic Collisions - Fatal
Records, crime reports and evidence associated with traffic collisions involving fatalities.

Case Files
Reports
Police Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
CA - Law Enforcement Evidence and Property Management
Guide, 4th Edition (2022)
Santa Clara Municipal Code 2.80.050 - (MAINT)
Prepared by Kaizen InfoSource Page 9
City of Santa Clara
Police Department Records Retention Schedule
Record No. Record Name and Description Example Records Responsible Department(s) Retention Legal Citations and Comments

Audio Telephone Recordings
Audio Radio Recordings
911 Call Recordings
Police 6M* CA - GOV 34090.6 - (Routine Audio: 100D)
Santa Clara Municipal Code 2.80.050 - (MAINT)
* Note: If recordings are evidence in any criminal
prosecution, the recording becomes part of the case file. In the event that the recordings are evidence in any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved.
039 Police K-9 Records
Records documenting the acquisition, assignment and care of the Police Department's K-9 unit.

Acquisition Records
Assignment and Ownership Records
K-9 Program Records
Maintenance and Care
Police Life*+3Y CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
*Life of the animal.
040 Police Routine Body-Worn Camera Records
Recordings of routine body-worn camera (BWC) video monitoring to include time and date of video, location of video and other related information not assigned to a case.

Body-Worn Camera Recordings (body cam, BWC) Police 60D* CA - PEN 832.18(b)(5)(A) - (60D) Santa Clara Municipal Code 2.80.050 - (MAINT)
*Note: 60 day retention is for non-evidentiary recordings, only. Evidentiary recordings become part of the case file. *Exception: If the recording is of an incident involving the use of force by a peace officer or an officer-involved
shooting, or it is relevant to a formal or informal complaint against a law enforcement officer or a law enforcement
agency, the recording should be retained for applicable retention period.
041 Police Routine Body-Worn Camera Video - Records of Access and Deletion of Recordings
Records and logs of access and subsequent deletion of body-worn camera video recordings.

Access Log
Deletion Logs
Reason for Access
Video File information
Police Permanent CA - PEN 832.18(b)(5)(E) - (PR)
Santa Clara Municipal Code 2.80.050 - (MAINT)
042 Police Routine Data Collection and Video Records
Recordings of routine audio and video monitoring, other than body-worn camera recordings, to include time and date of recording, location, and other related information.

Automated License Plate Reader
Building Surveillance Recordings
Interview Rooms
Routine CED Downloads
Police 1Y* CA - GOV 34090.6 - (Routine Video: 1Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
*Note: If recordings are evidence in any criminal
prosecution, the recording becomes part of the case file. In the event that the recordings are evidence in any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved.
043 Security, Access Operations
Records and information regarding physical access controls and protection for City buildings and facilities.

Access Controls
Access Reports
Building Security Forms
Daily Activity Logs
Facility Key Lists
Key Cards
Security Guards
Transaction Logs
Visitor's Logs
Police 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
Prepared by Kaizen InfoSource Page 10

City Council and Authorities ConcurrentJune 24, 2025

City Council and Authorities Concurrent
June 24, 2025