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Resolution 12389CITY OF ALAMEDA RESOLUTION NO. 12389 AUTHORIZING THE DESTRUCTION OF CERTAIN CITY OF ALAMEDA DEPARTMENT OBSOLETE RECORDS WHEREAS, Government Code Section 34090 et seq. authorizes City Department Heads to destroy those City records, documents, instruments, books or papers after the same are no longer required with the approval of the Legislative Body by Resolution, and the written consent of the City Attorney. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Alameda that it does hereby authorize the City Department Head specified in Exhibit A attached and made a part hereto, to destroy the City records, documents, books or papers under his/her charge as described in Exhibit A. 0 3 EXHIBIT A Type of Records Record Destruction Date LIBRARY Transcribed audio tapes of Library board Meetings More than 90 days from date of transcription Copies of paid invoices More than 2 years from date of payment Copies of present and former employee time sheets More than 2 years from date of time sheet Patron overdue records on microfilm More than2 years from date of microfilming Bibliographic card catalogue superseded and duplicated by on-line catalogue From date of duplication CITY MANAGER Miscellaneous correspondence between the City Manager and Department Heads More than 3 years from date of correspondence Miscellaneous correspondence from the City Manager to other jurisdictions More than 3 years from date of correspondence Miscellaneous correspondence from the public to the City Manager or City Council More than 3 years from date of correspondence POLICE All files relating to former employees separated from City service More than 5 years from date of separation Applicant background investigations completed More than 5 years from date of completion Range (firearms) records More than 5 years from date of training Current employee personnel complaints and non-injury accident records More than 5 years from date of complaint and/or accident Computer generated call history records stored on magnetic tapes or any other storage medium More than 5 years from date of incident 1 Any and all recordings of telephone, radio and other electronically transmitted communications More than 180 days from date of transmission Any audio or video recordings created on jail surveillance equipment More than 2 years from date of jail surveillance Public permits, expired or inactive, including permits for carrying concealed weapons, taxi operators, special officers, 30 day dance permits, masseuse, and cabaret licenses More than 2 years from date of permit All reports not subject to retention requirements More than 5 years from date of report Incident cards, F/I cards, bicycle license, traffic citations, parking citations etc. More than 2 years from date of incident, license, citations, etc. PUBLIC WORKS Central Permits Office - All financial records, including cash receipt, copies of purchase orders, deposit slips, copies of journal requests, copies of budget transfer requests More than 2 years from date of financial record Maintenance Office - Purchase orders except for funded projects by State or Federal More than 2 years from date of purchase order Maintenance Office - Purchase orders for projects funded by State or Federal More than 5 years from date of purchase order Public Works Administration - Back-up for all Pacific Bell invoices More than 1 year from date of invoice Public Works Administration - Back-up for AT&T invoices More than 1 year from date of invoice I consent to the destruction of the above listed records except for any documents related to pending litigation. DATED: ic-"c c21 *2 :2> 5 COUNCIL \DESTRUCTI6N.RCD 2 / CITY ATTORNEY I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly adopted and passed by the Council of the City of Alameda in regular meeting assembled on the 4th day of May , 1993, by the following vote to wit: AYES: Councilmembers Appezzato, Arnerich, Lucas, Roth and President Withrow - 5. NOES: None. ABSENT: None. ABSTENTIONS: None. IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City this 5th day of May , 1993. Diane B. Felsch, City Clerk City of Alameda