HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
CLERK OF COUNCIL USE ONLY:
JUNE 18, 2007
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1s' Reading
^ Ordinance on 2n° Reading
^ Implementing Resolution
^ Set Public Hearing For_
• z=
CITY MANAGER
RECOMMENDED ACTION
CONTINUED TO
FILE NUMBER
Approve the requests for the destruction of obsolete records from various
City departments in accordance with the retention schedule outlined in
City Council Resolution 2006-045.
DISCUSSION
On July 3, 2006, the City Council approved a resolution outlining the
records retention schedule for the agencies, departments, and offices of
the City. City records are governed by the Public Records Act which
provides the time in which records need to be kept. The Citywide Records
Team compiled the Citywide Records Retention Schedule which sets forth
the retention period for a particular record. The Municipal Code
requires that the destruction of a City record be approved by the City
Attorney.
In accordance with Section SB of the Citywide Records Retention Schedule
Resolution, the City Attorney has approved the list of records proposed
for destruction from the departments as outlined in the attached
documents.
FISCAL IMPACT
There is no fiscal impact associated with this item.
19C-1
MEMORANDUM
To: Indhira Gagnon
City Attorney's Office
From: Staff name, dept.
Date: Juue 1, 2007
Re: REQUEST FOR DESTRUCTION OF RECORDS
The „~% 6~` ~~ '~.~ ~~ Agency requests your consent to destroy city records on the
attached listing, in accordance with the retention schedule outlined in City Council Resolution
98-088.
Thank you.
staff name, title
19C-2
r ~„
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
2006
PERSONNEL SERVICES DEPARTMENT
RECORD _ RECORD _ _RECORD RECORD
CATEGORY SERIES _
DESCRIPTION _
DATES
RECRUITMENTS Background Materials used in the preparation/ May 2004 and prior
Materials implementation of recruitments.
Bilingual Forms certifying bilingual capabilities for May 2004 and prior
Certification employees receiving bilingual pay and for
Forms applicants for recruitments which require
bilingual capabiliity.
Ethnicity Stubs From employment applications submitted at May 2004 and prior
recruitment time, akept for outreach
purposes.
Examinaton Examination answer sheets completed by May 2004 and prior
Answer Sheets applicants during testing process and other
testing materials.
Official Eligible Eligible lists signed by City Manager. Lists of May 2004 and prior
Lists individuals placed on an eligible list card for
hiring purposes (copies only -original signed
eligible lists are with recruitment file folder
(according to classification title)).
See attached spreadsheet, dated May 31, 2007, with recruitment files to be purged/digitally imaged.
PREPARED BY:
Michael S. Ernandes Date
Personnel Operations Manager
RECORDS DESTROYED:
Number of Boxes
CONSENT BY:
nrique J. I a Date ~ j
Executiv a for
Perso Services Department
APPROVED BY:
~;
~ y Ci 7~Q
~1,vt.l rk~L ~~,k ~ .(i 7
Joseph Fletch~ ate
City Attorney
19C-3
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19C-4
PERSONNEL SERVICES DEPARTMENT
RECORD _RECORD _ RECORD RECORD
CATEGORY SERIES _
DESCRIPTION DATES
OFFICIAL Union Bank Form signed by employee authorizing leave May 2002 and prior
PERSONNEL Donation Form hours be donated to the Union Business
FILES Leave Bank to be used by union leaders for
Union Business.
W-4 form Employee's Withholding Allowance May 2002 and prior
Certificate completed by EE authorizing
employer to withhold Federal income tax
from employee's pay and/or for indicating
exemption.
Please see attached spreadsheet, dated May 31, 2007, listing personnel files to be purged/digitally
imaged.
PREPARED BY:
ichael S. Ernandes Date
Personnel Operations Manager
RECORDS DESTROYED:
Number of Boxes
CONSENT BY:
~a
Enri u J. I Dafe
Ex c tiv Dir ctor
Personn ervices Department
APPROVED BY:
., ,
Joseph Fletcher -Date
City Attorney
19C-5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
~ PERSONNEL SERVICES DEPARTMENT
RECORD _ RECORD _ _ RECORD RECORD
CATEGORY
SERIES _
DESCRIPTION __
_
DATES
ENROLLMENT Dental Insurance Employee dental insurance enrollment forms May 2002 and prior
FORMS
(OFFICIAL)
Flexible Enrollment forms for flexible spending May 2002 and prior
Spending, program.
Section 125
Life Insurance Employee life insurance enrollment forms May 2002 and prior
Long-Term Employee Long-Term Disability Insurance May 2002 and prior
Disability enrollment forms
Insurance
Medical Employee medical insurance enrollment May 2002 and prior
Insurance forms
EQUAL Employment and Personnel and employment records, May 2002 and prior
EMPLOYMENT personnel including application forms, records
OPPORTUNITY records pertaining to promotions, layoffs,
COMMISSION terminations, salaries and training
(EEOC)
Involuntary Personnel records of terminated employee May 2002 and prior
termination
OFFICIAL Certification/ Request for Certification and/or May 2002 and prior
PERSONNEL Reassignment reassignment forms which document and
FILES Forms authorize hiring, reassignment, or other
employee actions.
Certificates of Certificates issued to EE which show May 2002 and prior
Training completion date of training class(es).
Commendation Letters of commendation and/or other May 2002 and prior
Letters congratulatory documents received by and/or
issued to EE.
Disciplinary Memorandums, letters, or other records of May 2002 and prior
Actions proposed and/or implemented disciplinary
_ _ action(s).
Doctor's Notes/ Notes/medical release forms, etc., submitted May 2002 and prior
Medical regarding employee's medical condition.
Releases
Drug Screen Pre-placement and drug screening May 2002 and prior
Test authorization and acknowledgement form(s)
_ and results of drug screening.
19C-6
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Family and Basic employee data (name, address, class May 2002 and prior
PERSONNEL Medical Leave title, pay rate, hours worked per pay period;
FILES (FML) additions to or deductions from wages)
.Dates (or hours) FML designated/ taken;
FML notices given to employer by employee;
documents from employer describing FML
policies; records of premium payments of
employee benefits; records of any disputed
confidential files: records/documents relating
to medical certifications.
Job Application Applications for employment and resumes (if May 2002 and prior
any) for hired employees.
Medical Leave of Leave of Absence forms used in the May 2002 and prior
Absences** documentation of medical leave (including
pregnancy leave and Family and Medical
Leave).
Miscellaneous Documents not specifically mentioned but May 2002 and prior
Documents kept in official personnel file.
Notice of Form completed by employee and/or May 2002 and prior
Separation department indicating effective date of
separation, last day on the job, reason for
separation, etc.
Oath of Office Form completed and signed by employee May 2002 and prior
affirming allegiance to the Constitution of the
United States and the Constitution of the
State of California.
Outside Form submitted by employee for approval for May 2002 and prior
Employment employee to be engaged in outside
employment.
Performance Employee performance evaluation forms May 2002 and prior
Evaluations completed by supervisory personnel re
employees' accomplishment of their
assigned duties and responsibilities, etc.
PERS Forms to enroll employees in the Public May 2002 and prior
Enrollment Employees' Retirement System (PERS)
Pre-Employment Forms completed by employee and medical May 2002 and prior
Medical clinic to assess physical capability of
employee prior to hiring.
Security Check Form completed by Personnel Svcs to May 2002 and prior
Form request Police Dept to conduct security
check on employee prior to hiring.
Special Licenses Special licenses issued to employees from May 2002 and prior
DMV, accredited schools, etc., verifying
employee meets certain job-related
r equirements.
Tuition Copies of applications for training and May 2002 and prior
Reimbursement educational assistance which show EE
Request r equest, department head approval, and final
d isposition of request.
19C-7
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19C-8