2010/03/09 City Council Resolution 2010-21RESOLUTION NO. 2010 -21
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
APPROVING THE AMENDED RETENTION SCHEDULE FOR
SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS
WHEREAS, the City of Rohnert Park ( "City ") is one participant of the Sonoma County
Public Safety Consortium (SCPSC), and the County of Sonoma has requested all SCPSC
participants to adopt a shared retention schedule in order to maintain records under one
consistent standard;
WHEREAS, some City documents currently maintained by the Department of Public
Safety are retained in a shared database maintained by the County of Sonoma under a service
agreement with the participants of the SCPSC;
WHEREAS, on September 25, 2007 the City Council adopted Resolution No. 2007 -159,
approving a records retention schedule that was developed by member agencies of the SCPSC;
WHEREAS, this amendment to the retention schedule amends five (5) types of records
and exceeds the period of retention for these records; and
WHEREAS, all participating Chiefs of Police and the Sheriff have approved this revised
SCPSC retention schedule.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize and approve the amended countywide retention schedule
attached as Exhibit "A."
DULY AND REGULARLY ADOPTED this 9h day of March, 2010.
ATTEST:
29
CITY OF ROHNERT PARK
Mayor
I BELFORTE: AYE. BREEZE: AYE CALLINAN: AYE . MACKENZIE: AYE STAFFORD: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
RECORD TITLE OR DESCRIPTION I COMMENTS
STATUTE SYSTEM CURRENT NEW RETENTION CHANGE AS OF
REFERENCE CUSTODIAN R p RK T PERIOD 3/9/10
Reports involving felony arrests for:
Offenses punishable by death;
READS '!
Indefinitely
Indefinitely
Offenses punishable by life imprisonment;
READS
Indefinitely
Indefinitely
Embezzlement of public funds
799 P.C.
READS
Indefinitely
Indefinitely
Provided case does not relate to
unserved warrants, identifiable
items have all been recovered, and
there is no pending litigation. Any
report falling under 799 P.C. (no
limit for commencement) or 800
P.C. (crime punishable by 8 years or
Reports involving arrests for all other felonies
more in prison).
799 P.C.
READS
Indefinitely
10 yrs
If there is an active warrant
associated with this case, D.A.
needs to be advised. Dismissal of
case from D.A., dismissal of warrant
needs to be complete. Any
unrecovered property needs to be
removed from CLETS, any evidence
Reports involving arrests for misdemeanors
needs to be disposed of.
802 P.C.
READS
2 yrs
5 yrs
Asset seizures
READS
6 mo
10 yrs
11357(e) destroy when offender
11357(b) arrests
turns 18.
11361.5 H &S
READS
2 yrs
REPORTS
Misdemeanor crime reports
READS
2 yrs
5 yrs
Felony crime reports
READS
5 yrs
10 yrs
Homicides;
READS ''
Indefnitely
Indefinitely
Suicides;
READS !
2 yrs
Indefinitely
Traffic fatalities;
READS !
5 yrs
10 yrs
Natural causes;
READS
1 yr
2 ys
Attempted suicides /5150;
READS ' '
1 yr
5 yrs
HazMats (complaint/no complaint);
READS
5 yrs
Missing persons (outstanding);
READS
Indefinitely
Child abuse;
READS -
Indefinitely
"Information Report" as only charge
READS
5 yrs
Registration is required Indefinitely
STATUTE
SYSTEM
CURRER
NEW RETENTION
CHANGE AS OF
or until a certificate of rehab is
REFERENCE
CUSTODIAN
PARK
PERIOD
3/9/10
RECORD TITLE OR DESCRIPTION
COAMENTS
871 W &I escapees
4852.01 of Title 6 of Part 3.
457.1 P.C.
!LEADS
5 yrs
Domestic Violence
Registration is required for 10 years,
!LEADS
10 yrs
Non -Fatal traffic reports --
until reach age of 25 or until record
II FADS
Includes counter reports, 20002 reports
is sealed per 871(a) WIC.
457.1 P.C.
!LEADS
S yrs
5 yrs
PDO Accident Reports
Section 11590 H &S does not have a
ILEADS11.1
5 yrs
City ordinance violations;
limit to registration requirement.
799 P.C.
!LEADS
Indefinitely
2 yrs
Provided such items are lawfully
Kept until
Reports of lost and found property
disposed of
34090 G.C.
ILEADS
1 yr
2 yrs
Records Management System
Upon determination by Police
!LEADS
is purged
Expired permits (CCW)
Department or judicial
!LEADS
2 yrs
(from date of expiration)
determination of factual innocence;
IL,EADS '
2 yrs
records sealed for period of 3 years
3 yrs from date
from date of arrest and then
of
Factually innocent reports
destroyed.
851.8 P.C.
ILEADS
expungement
5 yrs from date
Sealed juvenile records
781(a) W &I
!LEADS
of sealing
Abandoned /Stored/Impounded/towed vehicle
reports
ILEADS
1 yr
5 yrs
Registration is required Indefinitely
or until a certificate of rehab is
obtained per Chapter 3.5, Section
Arson registrants - Adults
4852.01 of Title 6 of Part 3.
457.1 P.C.
ILEADS
Indefinitely
Registration is required for 10 years,
until reach age of 25 or until record
Arson registrants - Juveniles
is sealed per 871(a) WIC.
457.1 P.C.
!LEADS !
10 yrs
Section 11590 H &S does not have a
Narcotic registrants
limit to registration requirement.
11590 H &S
!LEADS
Indefinitely
5 yrs
Kept until
master record
Records Management System
!LEADS
is purged
Expired permits (CCW)
!LEADS
2 yrs
(from date of expiration)
IL,EADS '
2 yrs
RECORD TITLE OR DESCRIPTION
COMMENTS
STATUTE SYSTEM CURRENT NEW RETENTION CHANGE AS OF
REFERENCE CUSTODIAN R PARK T PERIOD 3/9/10
ICLETS Log I I I CAD 1 1 3 yrs I I
Field Contacts ILEADS 10 yrs
Tracker Records CAD 1 yr
Terminal to Terminal Messaging CAD 1 yr
Officers Activity Log CAD 3 yrs