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City of Santa Ana PERSONNEL SERVICES Resolution 95-018 <br />Records Retention Schedule Page 1-13 of 1-22 <br /> <br />RECORD RECORD RECORD RETENTION RETENTION REMARKS <br />CATEGORY SERIES DESCRIPTION START DATE PERIOD <br />OFFICIAL Union Bank Donation Form signed by employee EE separation/ 3 years* 29 CFR <br />PERSONNEL FILES Form authorizing leave hours be termination 1602.30-.32 <br />(continued) donated to the Union Business date <br /> Leave Bank to be used by union <br /> leaders for Union Business. <br /> W-4 form Employee's Withholding EE separation/ Microtilm and 29 CFR <br /> Allowance Certificate completed termination destroy hard 1602.30-.32 <br /> by EE authorizing employer to date copy after 3 <br /> withhold Federal income tax from yrs*; keep mR <br /> employee's pay and/or for permanent. <br /> indicating exemption. <br />PAYROLL Employee Kardex File Reference for current and/or EE separation/ Microfilm and Department <br /> Cards separated full/part-time employee termination destroy hard defined <br /> information (pay, address, Occ date copy after 3 yrs; <br /> codes, etc.) arranged keep m/f <br /> alphabetically by employee's last permanent. <br /> name (current employee Kardex <br /> cards also arranged in card trays <br /> by dept., then alpha by EE name). <br /> Salary Schedules Basic Consolidated Classification/ Permanent Microfilm and Department <br /> Compensation Plans destroy hard defined <br /> copy after 3 yrs; <br /> keep mR <br /> permanent. <br />PERSONNEL Attendance Records Attendance records of personnel End of 2 years Department <br />BOARD board members used for payroll calendar year defined <br /> purposes, arranged in <br /> chronological order. <br /> <br /> <br />