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City of Santa Ana PERSONNEL SERVICES Resolution 96-088 <br />Records Retention Schedule Page I-9 of 1-22 <br /> <br />RECORD RECORD RECORD RETENTION RETENTION REMARKS <br />CATEGORY SERIES DESCRIPTION START DATE PERIOD <br />OFFICIAL Certificates of Training Certificates issued to EE which show EE separation/ 5 years ***/ 29 CFR <br />PERSONNEL FILES completion date of training class(es), termination date 3 years * 1602.30-.32 <br />(continued) <br /> Commendation Letters of commendation and/or EE separation/ 29 CFR <br /> Letters other congratulatory documents termination date 1602.30-.32 <br /> received by and/or issued to EE. <br /> Disciplinary Actions Memorandums, letters, or other EE separation/ 29 CFR <br /> records of proposed and/or termination date 1602.30-.32 <br /> implemented disciplinary action(s). <br /> Doctor's Notes/medical release forms, etc., EE separation/ 30 yrs total; US OSHA 29 <br /> Notes/Medical submitted regarding employee's termination date microfilm and CFR 1910.20 <br /> Releases medical condition, destroy hard copy <br /> after 5 yrs; keep <br /> m,ff 27 yrs. <br /> Drug Screen Test Pre-placement and drug screening EE separation/· 30 yrs total; US OSHA 29 <br /> authorization and acknowledgment termination date microfilm and CFR 1910.20 <br /> form(s) and results of drug destroy hard copy <br /> screening, after 5 yrs; keep <br /> m/f 27 yrs. <br /> Family and Medical Basic employee data (name, Date FML 30 yrs total; Federal Family <br /> Leave (FML) address, class title, pay rate, hours requested/is microfilm and and Medical <br /> worked per pay period; additions to granted to EE destroy hard copy Leave Act of <br /> or deductions from wages), after 5 yrs; keep 1993 and US <br /> m/f27 yrs. OSHA 29 CFR <br /> 1910.20 <br /> <br /> <br />