1.04.002_Amended Retention Schedule for Sonoma County Public Safety Consortium RecordsPolicy #: 1.04.002
SOµ NE RT PA Rk Type: City Council
CITY OF ROHNERT PARK Effective Date: 2010
62 OFFICE OF THE CITY CLERK Former Policy #: 505.10.2
cA LIFOR041 NOTICE OF COUNCIL/CDC/RPFA ACTION
Meeting Follow-up Notice
Pate of Notice: 3/10/2010
;Staff Contact: Terri Mazzanti, Technical Services Manager
Department Public Safety
f- -- -- ----- - ------- ...... ....... I
iMeeting Date: 3/912010 !_Agenda#: j 7.3.b Calendar: I Consent
Agenda Title: CONSENT CALENDAR
1CounclI1CDC/RPFA:1 Council I "te Type. Resolution 2010-021
item Title: Approving an Amended Retention Schedule for Sonoma County Public Safety
Consortium Records
'Action: Adopted as Submitted
...... .. .. .. . .
Vote: 5-0
. . . . ........... .. ..
Attachments: Resolution - fully executed returned
'Comments:
lFuture Item:
;Copy to:
file (s): POLICY BINDER: Public Safety - 505.10IAmended Retention Schedule for Sonoma
County Public Safety Consortium Records
,SUBJE,CT, FILE.: Public, Safety Department —,Miscellaneous
Council Agenda Chron
File, Subtab:
................. ....
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ITEM NO. 7.3
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RESOLUTION NO. 2010-21
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CITY OF ROHNERT PARK
COUNCIL AGENDA ITEM TRANSMITTAL REPORT
Meeting Date: March 9, 2010
Department: Public Safety
Submitted By: Terri Mazzanti
Technical Services Manager
Submittal Date: February 22, 2010
Agenda Title: Amendment to retention schedule for Sonoma County Public Safety Consortium
(SCPSC) Records.
Requested Council Action: It is recommended by the Department of Public Safety that the Council
approve an amendment to the retention schedule for the Sonoma County Public Safety
Consortium (SCPSC) Records. This amendment would extend the retention period of five (5) specific
record types as recommended and adopted by the Sonoma County Public Safety Consortium (SCPSC)
records.
Summary: The City of Rohnert Park has an existing retention schedule for records. On September 25,
2007 the Council adopted Resolution 2007-159 approving a records retention schedule
that was developed by member agencies of the Sonoma County Public Safety Consortium (SCPSC).
Rohnert Park is a member agency. The retention schedule developed took into account that some City
documents referenced in the retention schedule are now retained in a shared database maintained by
County under a service agreement. The County had requested that the SCPSC adopt a shared retention
schedule in order to maintain records under one consistent standard. This retention schedule applies to
both paper documents and electronic documents.
The retention schedule adopted in September 2007 exceeded the City of Rohnert Park's timelines on
some items, remained consistent on other items, and added additional records. The revision to the
recommended retention schedule amends 5 types of records. In each case the recommendation is to
extend the period of retention for these records.
The Police Chief's and the Sheriff were presented with these recommendations and have approved this
revision to the SCPSC retention schedule.
Enclosures: Resolution
SCPSC retention schedule with recommended revisions highlighted.
CITY ATTORNEY'S REVIEW:
Relevant documents for this agenda item have been reviewed and approved as to form by the City Attorney.
CITY MANAGER'S RECOMMENDATION: ( ) Consent Item ( ) Regular Time
( ) Approval () Public Hearing Required
( ) Not Recommended O Submitted with Comment
( ) Policy Determination by Council
( ) City Comments:
Per Interim City Manager's review and direction for distribution of this agenda item. Date:
(Revised 021809) JII:TG-S:05-b
RESOLUTION 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 9t" day of March, 2010.
ATTEST:
City
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CITY OF ROHNERT PARK
L/pOitN!!,
Mayor
BELFORTE: AYE BREEZE: AYE CALLINAN: AYE MACKENZIE: AYE STAFFORD: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
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