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City of Santa Ana PERSONNEL SERVICES Resolution 96-088 <br />Records Retention Schedule Page 1-22 of I-?_2 <br /> <br /> I <br />RECORD RECORD RECORD RETENTION RETENTION REMARKS <br />CATEGORY SERIES DESCRIPTION START DATE PERIOD <br />WORKERS' First Aid/Report Only Notices that an injury has happened Final action date 5 years Labor Code <br />COMPENSATION Incident ** - no medical records. Reports 5405 and T'~le 8 <br /> arranged alphabetically by California Code <br /> employees' name. of Regulations <br /> #14311 <br /> Indemnity Claims Open/active and closed/inactive Final action date Lifetime medical Title 8 California <br /> Files ** tempora[y and permanent disability on claim award cases Code of <br /> claims tiles involving exposure to lost destroyed upon Regulations <br /> time. Permanentdisabilityto be death of individual. #15400.2 <br /> compensated. Contains medical <br /> tiles and payment history. <br /> "Medical Only" Claims Open/active and closed/inactive Final action date 7 years Title 8 California <br /> Files ** claims files. Contain claim forms, on claim Code of <br /> billings, medical records, check Regulations <br /> copies, etc. EE injury - no loss of #15400.2 <br /> work greater than 3 days. Arranged <br /> alphabetically by employees' name. <br /> PERS (Sworn) Claims flied by EE's (sworn) for Permanent Permanent Government <br /> Industrial Disability PERS disability retirement. Files Code Section <br /> Retirement Files arranged alphabetically by EE's #21101 <br /> (Official) ** name. <br /> <br />29 CFR 1602.30-.32 Employment and personnel records kept under the EEOC regulations must be preserved for three years. In the case of involuntary <br />termination of EE, personnel records of terminated EE shall be kept for a period of 2 years from the date EE terminated. If charge of discrimination tiled, <br />personnel records relevant to the charge or action shall be kept until final disposition of the charge or action. <br /> <br />Defined as "Vital Records" (i.e., records that are needed for continuing operations (policies, procedures, organizational guidelines). <br /> <br />5 year period for personnel documents is for sworn Police and Fire Depariment personnel only; official personnel tile materials for all other Ck'y personnel <br />will follow the three year rule as provided in the first asterisked item above. (Workers' Compensation Laws of California Section 3212) <br /> <br /> <br />