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Home My WebLink AboutDisposition Forms_07-14_03/18/2014_Police RECORDS DISPOSITION DOCUMENT No. 7 -14 Revised: 12/20/11 PAGE 1 OF 1 PAGES 1. AGENCY 2. DEPARTMENT 3. BUREAU Village of Tequesta N/A 4. ADDRESS (Street, City, and Zip Code) 5. CONTACT (Name and Telephone Number) 345 Tequesta Drive Lori McWilliams, MMC Tequesta, FL 33469 561- 768 -0443 6. SUBMITTED BY: I hereby certify that the records to be disposed of are 7. NOTICE OF INTENTION correctly represented below, that any audit requirements for the records have a Ily justified, and that further retention is not r quir d for any The scheduled records listed in Item 8 are to be disposed of in the litig i p nding or imminent. manner checked below (specify only one): Signat a Date FX a. Destruction 0 b. Microfilming and Destruction 0 a.1 Shred F__ a2 Recycle Chief Elg, Police Chief C. Imaging and Destruction Name and Title d. Other - Removal from IT Servers 8. LIST OF RECORD SERIES a. b. C. d. e. f. g. Schedule Item Title Retention Inclusive Volume Disposition Item No. Dates in Action and Date Cubic Completed After Feet Authorization GS1 -SL 302 Surveillance Recordings 30 days 11/1/2013— .25 Deleted from —Village 11/30/13 IT Servers maintains for 90 G.(lrna�i'o� days AVA UW XT 9. DISPOSAL AUTHORIZATION: Disposal for the above listed records 10. DISPOSAL CERTIFICATE The above listed records have been authorized. Any deletions or modifications are indicated disposed of in the manner and on the date shown in column g. (Witness to the Records Disposition) Signature: cl Date: 3/1/14 Signature: Date: Print Name: Lori McWilliams Print Name: 3 ( a - Z�yyt Print Title: Village Clerk Print Title: 1 (� +►a y- NOTE: Upon disposition retain this form for your records VILLAGE OF TEQUESTA MEMORANDUM Village Clerk's Office TO: Chief Elg, Police Chief FROM: Lori McWilliams, Village Clerk DATE: February 26, 2014 SUBJECT: Records Disposition Process for GS1 -SL Item 302 The following process has been implemented to dispose of "Surveillance Recordings — GS1 -SL Item 302." The state minimum retention requirement is 30 days, however, on August 5, 2013, the Council, Police Chief, IT Manager and Village Clerk agreed to maintain for 90 days, unless further retention is necessary due to police investigations. This record series consists of surveillance recordings created to monitor activities occurring inside and /or outside of public buildings and /or on public property (including in public vehicles such as school buses and municipal buses, and in public roadways such as intersections monitored by red light cameras). Since these recordings may play an integral part in prosecution or disciplinary actions, agencies are responsible for ensuring that intemal management policies are in place establishing criteria for which images should be retained for further investigation. Process: 1. On the 1 St of each month, the Police Chief will sign the "Records Disposition Document" (Item 6) certifying the records can be disposed of and will forward to the Village Clerk for authorization. 2. Village Clerk will authorize, sign and forward to IT. 3. IT Manager will delete the requested files from the Village's servers, sign (Item 10) certifying the files have been deleted. He will then return the Disposition Form to the Village Clerk for permanent maintenance per state law. Attached: • Completed Record Disposition Forms for the remainder of FY 2013/2014 McWilliams, Lori From: Gomberg, Brad Sent: Tuesday, February 25, 2014 5:50 PM To: McWilliams, Lori Cc: Elg, Christopher; Gazo, Jennifer Subject: Re: ALPR Records The system has been set to automatically purge all records older than thirty days. It does this daily. Thank you, Brad Gomberg Director of IT / IS The Village of Tequesta 561- 768 -0554 561- 222 -6569 C. www.tequesta.org "McWilliams, Lori" < lmcwilliams a]tequesta.org wrote: Chief and Brad, As a reminder, during the August 5, 2013 workshop, council agreed the ALPR records would be maintained for no longer than 90 days, unless they are being used in an open investigation. I have not seen any records disposition forms come across my desk since this time and need to make sure we are properly maintaining and disposing of the records. As a reminder, the process for records disposition is as follows: Process for Disposing of Records: Prior to disposing of records, each department should complete the following: 1. Complete "Records Disposition Document." 2. Department Head to sign form (Item 6) 3. Submit form to Village Clerk 4. Clerk will verify retention time has been met 5. If retention time has been attained, Clerk will authorize disposition (Item 9) and return to Department 6. After signed authorization has been received from the Clerk, department may dispose of records. 7. Following disposal, Department Head signs the form (Item 10) and returns the original to the Village Clerk for the permanent record I recommend that Jen Gazo task this to be done on the 1 5Y of each month (as she is knowledgeable with records destruction processes). Once the Chief and I have signed off on the dates that can be disposed of, I can forward to Brad for removal from our servers. i As the Village's Records custodian, I need to ensure we are disposing of the records in accordance with law and Council's direction. Thanks! Lori 2 McWilliams, Lori From: Gomberg, Brad Sent: Tuesday, February 25, 2014 9:12 PM To: McWilliams, Lori Cc: Elg, Christopher; Gazo, Jennifer Subject: RE: ALPR Records It's the PD's records. They will need to do the disposition. Thank you, Director of IT / IS The Village of Tequesta 561 -768 -0554 561- 222 -6569 C. www.tequesta.org From: McWilliams, Lori Sent: Tuesday, February 25, 2014 6:15 PM To: Gomberg, Brad Cc: Elg, Christopher; Gazo, Jennifer Subject: Re: ALPR Records Brad council agreed that they would be purged after 90 days. Also they have to be signed off on for disposal and a permanent record made on my end prior to disposal. We will need to discuss how this will be handled on your end. Seni from my Verizon Wireless 4G LTE DROID "Gomberg, Brad" < og mberg_a,tequesta.org wrote: The system has been set to automatically purge all records older than thirty days. It does this daily. Thank you, Brad Gomberg Director of IT / IS The Village of Tequesta 561 - 768 -0554 561- 222 -6569 C. www.tequesta.org i "McWilliams, Lori" < Imcwilliamsgtequesta.org > wrote: Chief and Brad, As a reminder, during the August 5, 2013 workshop, council agreed the ALPR records would be maintained for no longer than 90 days, unless they are being used in an open investigation. I have not seen any records disposition forms come across my desk since this time and need to make sure we are properly maintaining and disposing of the records. As a reminder, the process for records disposition is as follows: Process for Disposing of Records: Prior to disposing of records, each department should complete the following: 1. Complete "Records Disposition Document." 2. Department Head to sign form (Item 6) 3. Submit form to Village Clerk 4. Clerk will verify retention time has been met 5. If retention time has been attained, Clerk will authorize disposition (Item 9) and return to Department 6. After signed authorization has been received from the Clerk, department may dispose of records. 7. Following disposal, Department Head signs the form (Item 10) and returns the original to the Village Clerk for the permanent record I recommend that Jen Gazo task this to be done on the 1" of each month (as she is knowledgeable with records destruction processes). Once the Chief and I have signed off on the dates that can be disposed of, I can forward to Brad for removal from our servers. As the Village's Records custodian, I need to ensure we are disposing of the records in accordance with law and Council's direction. Thanks! Lori 2