Records Retention Schedule and Records Guide
It is a clone of this request.
| Tracking # |
C012036-082221 |
| Submitted | Aug. 21, 2021 |
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Communications
From: Greg Buhl
To Whom It May Concern:
Pursuant to the California Public Records Act, I hereby request the following records:
-Any and all materials, indices, directives, manuals, and other guiding documentation regarding the records generated and retained by this agency, including but not limited to any and all applicable:
• Record retention schedules
• Indices to the records management program
• Any other data structures used for the management of records: digital, paper, and otherwise
The requested documents will be made available to the general public, and this request is not being made for commercial purposes.
Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within the timeframe set out by the CPRA.
*A duplicate of the request has been sent to the LBPD for the city version of these documents. I am assuming City has separate practices as it has no role in the criminal justice system.
**This request overlaps with a previous request I filed over email retention policy, but this request is broader and asking for different documents.
***The LAPD recently responded to a similar request, their response can be found here. https://www.muckrock.com/foi/los-angeles-91/records-retention-schedule-and-records-guide-los-angeles-police-department-79253/#files
Greg Buhl
CheckLBPD.org
From: City Manager's Office
Dear Greg Buhl:
Thank you for submitting a request for public records to the City of Long Beach. Pursuant to California Government Code § 6253, staff will review your request and respond within 10 days to notify you if there are responsive records, or if an extension is necessary to determine whether responsive records exist.
If your request was received after business hours or on a weekend or holiday, the next business day will be considered the date of receipt. The 10-day response period starts with the first calendar day after the date of receipt (Ca. Civ. Code, § 10).
You may be contacted by a City staff member if there are questions regarding your request.
Thank you again for contacting the City of Long Beach. You may track the status of your request here in My Request Center.
From: City Manager's Office
--- Please respond above this line ---
RE: Public Records Request Reference Number: C012036-082221
In response to PRA # C012036-082221 received on August 22, 2021, the City of Long Beach has determined that responsive records exist and will be disclosed. City staff is working on compiling and reviewing the appropriate documents and will produce them promptly within a reasonable time frame. Staff will notify you upon producing records if portions of documents will be withheld from disclosure due to exemptions in accordance with law.
Thank you for contacting the City of Long Beach. If you have any questions, please contact the Records Coordinator Office at (562) 570-6711.
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following California Public Records Act request, copied below, and originally submitted on Aug. 21, 2021. Please let me know when I can expect to receive a response. You had assigned it reference number #C012036-082221.
Thanks for your help, and let me know if further clarification is needed.
From: City Manager's Office
--- Please respond above this line ---
Hi Mr. Buhl,
I've sent a note to City Clerk to send records to me ASAP.
Thanks,
Megan Felix
From: City Manager's Office
--- Please respond above this line ---
RE: Public Records Request Reference Number: C012036-082221
Dear Greg Buhl,
Thank you for submitting your request for public records. After reviewing your request, we have determined that additional or more detailed information is needed to appropriately search for records.
Specifically, we have a schedule for each Department that names the document/record type and the retention period, all of which I have collected from the City Clerk's Office. Is there something you're seeking beyond that?
While the California Public Records Act (PRA) provides members of the public with access to public records, it is not unlimited in its scope. California courts have acknowledged that members of the public may request documents from municipalities pursuant to the PRA, even if they are unable to precisely identify the documents sought. However, the request must still reasonably describe the information contained in the records sought such that the municipality can locate the records with “reasonable effort” [Cal. First Amend. Coalition v. Superior Court (1998) 67 Cal. App. 4th 159].
The request must be focused and specific [Rogers v. Superior Court (1993) 19 Cal. App. 4th 469] and clear enough so that the agency can decipher what record or records are being sought. Moreover, the City is not required by law to create a record or list if one does not already exist at the time the request is submitted. The City will wait for your response before proceeding with this request. If we do not hear back from you within 10 calendar days, your request will be closed.
Thank you for contacting the City of Long Beach. If you have any questions, please call (562) 570-6680.
Thank you,
Megan Felix
From: Greg Buhl
That sounds like it would be everything I wanted, unless there are any overarching policies that govern every department, like a universal email retention policy. I could limit the departments I was interested in, but it sounds like you already have them collected.
Thanks,
Greg
From: City Manager's Office
--- Please respond above this line ---
Hi Mr. Buhl,
I'll ask my manager to allow me to release these records immediately. Once you have a chance to look at them, please then let me know if you want something further. I will not ask you to submit a new request at that point; we can just work off of this same one.
Thanks,
Megan Felix
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following California Public Records Act request, copied below, and originally submitted on Aug. 23, 2021. Please let me know when I can expect to receive a response. You had assigned it reference number #C012036-082221.
Thanks for your help, and let me know if further clarification is needed.
From: City Manager's Office
--- Please respond above this line ---
RE: Public Records Request Reference Number: C012036-082221
Dear Greg Buhl,
In response to your request for public records received on 8/22/2021 10:11:04 PM and tracked as PRA # C012036-082221, the City of Long Beach has produced the appropriate responsive records.
Please click here to log into your account and view/download your responsive records:
PRA Request # C012036-082221 is now closed.
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