Tod, 

And for those interested, California Government Code Section 34090.6 places the following retention period for audio & telephonic communications and  video surveillance recordings:

"(a) Notwithstanding the provisions of Section 34090, the head of a department of a city or city and county, after one year, may destroy recordings of routine video monitoring, and after 100 days may destroy recordings of telephone and radio communications maintained by the department. This destruction shall be approved by the legislative body and the written consent of the agency attorney shall be obtained. In the event that the recordings are evidence in any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved.

(b) For purposes of this section, "recordings of telephone and radio communications" means the routine daily recording of telephone communications to and from a city, city and county, or department, and all radio communications relating to the operations of the departments.
(c) For purposes of this section, "routine video monitoring" means video recording by a video or electronic imaging system designed to record the regular and ongoing operations of the departments described in subdivision (a), including mobile in-car video systems, jail observation and monitoring systems, and building security recording systems.
(d) For purposes of this section, "department" includes a public safety communications center operated by the city or city and county."


>I'm interested in finding out (especially for other government agencies - state or federal level but opened to best practices from everyone):
>*       What are your retention policies for these types of records
>*       How do you define an incident (if that defines the trigger for your
>retention)
>*       What is your implementation process
>*       Any additional information, procedures you could provide...

>Additional questions that come to mind (understanding these may vary by agency whom the records belong to) include:

>-Is this a reasonable retention period based on technology in use? Some systems may overwrite sooner unless that which is considered an incident is taken off the original place recorded.
>-What is the retention for non-incident recordings? Again if an incident is not recognized/reported soon enough it may be deleted/overwritten before preserved.

>Many/most newer security systems I am aware of record on a hard drive with limited space that loops like a home DVR, overwriting the oldest content with new content, unlike older systems >where tape is removed, replaced, stored for some time and then reused.

John Guthrie, CDIA+, ECMp
City Clerk Records Manager
City of Oceanside
760-435-3004
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