Rev 9-17-2024
ATTACHMENT A
REQUEST FOR RETENTION SCHEDULE AMENDMENTS
RETENTION
SCHEDULE
NAME
SUB-
CATEGORY
NAME
RECORD SERIES TITLE Add
New?
Delete
Record
Series?
Descrp
Chg?
ASSIGN(ED)
RETENTION
PERIOD
CITATION(S)
PROVIDE EXACT DESCRIPTION
(as it is to appear in the Retention Sch. Description. Include all existing text (verbatim) within the current description.
Redline/Strikeout new/obsolete text.)
REASON FOR CHANGE
(in detail for City Attorney
review & consideration)
ALL DEPARTMENTS
Investigations (Safety
Employees: Police)
Internally Initiated
Complaint of misconduct
Civilian’s Complaint
involving misconduct (Not
Sustained)
Civilian’s Complaint
involving misconduct
(Sustained)
☒ ☐ ☐
CL+4
CL+5
CL+15
GC 12946
PC 832.5
PC 832.5
Investigation files arising out of civilian complaints or internally generated complaints.
To coincide with updates to PC 832.5
and GC 12946. Requesting to “add
new” to provide a clearer description of
investigation type, disposition, and its
retention.
Personnel Files
Safety Employees: Police ☒ ☐ ☐ T+4 29 CFR 1627.3, 1602.14, 30 & 32, 516.6 et. Seq,
EVC 145(b)(1), PC
832.5, LC 1174, LC
1198.5(c)(1), GV 12946,
and 11 CCR 1953
Official personnel file kept in Human Resources and/or
Departmental copies of employee files and supervisor files kept by individual departments which may include
attendance records, evaluations, drafts, worksheets,
postings, release authorizations, certifications,
reassignments, outside employment, official
commendations, terminations, training and attendance
records, Oaths of Office, pre-employment medical,
fingerprints, identification cards
Requesting to separate these records
from other Safety Employees to avoid
confusion. Safety Employees (Police)
personnel files retention is T+4 per GV
12946, and 11 CCR 1953. Reference to
“disciplinary actions” is removed from
the description and is being requested
in its own category.
Date
Requested: 10/19/2023 Dept. Head Approval:
Name of
Requester: Tiffany Alvarez Div. Head Approval:
Department: Police
Extension: 2272
1) A Request for Changes to Retention Schedule form can be submitted to request amendments to the All Departments or the specific requester’s Department Retention Schedules only. A department may not request changes to another department’s Retention Schedule without approval.
2) Use this form to request a new Record Series be added to the Retention Schedule and/or to amend or remove an existing Records Series title, description, or retention period. Refer to the existing Retention Schedule for details. Use red font and underline for new or added text, and use strikeout to delete text.
3) Submit requested changes via email with a printed, signed hardcopy sent to the City Clerk’s Office in interoffice mail .
The City Clerk’s Office will prepare the changes for Council approval. For questions or assistance, please c ontact the City Clerk’s Office for assistance at Ext. 307.
Rev 9-17-2024
ATTACHMENT A
RETENTION
SCHEDULE
NAME
SUB-
CATEGORY
NAME
RECORD SERIES TITLE Add
New?
Delete
Record
Series?
Descrp
Chg?
ASSIGN(ED)
RETENTION
PERIOD
CITATION(S)
PROVIDE EXACT DESCRIPTION
(as it is to appear in the Retention Sch. Description. Include all existing text (verbatim) within the current description.
Redline/Strikeout new/obsolete text.)
REASON FOR CHANGE
(in detail for City Attorney
review & consideration)
ALL DEPARTMENTS
Personnel Files
Safety Employees ☐ ☐ ☒ T+3 29 CFR 1627.3, 1602.14,
30 & 32, 516.6 et. Seq,
EVC 145(b)(1), PC
832.5, LC 1174, and LC
1198.5(c)(1)
Official personnel file kept in Human Resources and/or
Departmental copies of employee files and supervisor files kept by individual departments which may include
attendance records, evaluations, drafts, worksheets,
postings, release authorizations, certifications,
reassignments, outside employment, official
commendations, disciplinary actions (Police – CL+5),
terminations, training and attendance records, Oaths of Office, pre-employment medical, fingerprints,
identification cards
Remove reference to police
disciplinary actions. Three new record
series specific to Police Safety
Employees is requested: 1) complaint
investigation retentions, 2) overall file
retention, and 3) disciplinary records.
Discipline Records Safety
Employees (Police)
Sustained Internally Initiated
Complaint of misconduct
Sustained Civilian’s
Complaint involving
misconduct
☒ ☐ ☐
CL+4
CL+15
GC 12946
PC 832.5, PC 13510.8(b)
Discipline records, including copies of sustained personnel complaints.
To coincide with updates to PC 832.5
and GC 12946. SB449 amended PC
13510.8(b) to define serious
misconduct. Requesting to “add new”
to provide a clearer description of
investigation type and its retention.
POLICE
Administration Investigations
Background – Not Hired ☐ ☐ ☒ CL+3
CL+4
GC 12946 Pre-employment background checks The updated retention period aligns with the SMPD’s Lexipol Policy
manual.
Administration Investigations
Background – Hired ☐ ☐ ☒ T+5
T+4
GC 12946 Pre-employment background checks The updated retention period aligns with the SMPD’s Lexipol Policy
manual.
☐ ☐ ☐
Rev 9-17-2024
ATTACHMENT A
RETENTION
SCHEDULE
NAME
SUB-
CATEGORY
NAME
RECORD SERIES TITLE Add
New?
Delete
Record
Series?
Descrp
Chg?
ASSIGN(ED)
RETENTION
PERIOD
CITATION(S)
PROVIDE EXACT DESCRIPTION
(as it is to appear in the Retention Sch. Description. Include all existing text (verbatim) within the current description.
Redline/Strikeout new/obsolete text.)
REASON FOR CHANGE
(in detail for City Attorney
review & consideration)
☐ ☐ ☐