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Home My WebLink About19C - DESTRUCTION RECORDSMEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Sharon Henneeen Date: Julv 10, 2007 Re: REQUEST FOR DESTRUCTION OF RECORDS Y In V1t C~ OLV1 G~'{Y~'YLNT ~2Y~~~\C.P.S ~8h(~. The requests your consent to estroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you. 19C-1 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES (July 2007) RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES ACCOUNTS PAYABLE Cash Requirement (AP 50) Lists paid invoices by vendor. June 2004 and prior P.O. when item & vendor known. Petty Cash Receipts Request for Council Recognition: proclamations and certificates June 2005 and prior identified goodslitems Travel Reqguest and Expense Report Self-explanatory une 2005 and prior PREPARED BY: 7ltol0, S ron Henne en Date Administrative Services Manager Purchasing Division CONSENT BY: Date RECORDS DESTROYED: Number of Boxes APPROVED BY: oseph Fletcher Dad City Attorney 19C-2 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Michael Ernandes, Personnel Operations Manager Personnel Services Department Date: July 25, 2007 Re: REQUEST FOR DESTRUCTION OF RECORDS The Personnel Services Department requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you. .`~ ._ f /,,rte, ~_ 1 ' t, 19C-3 PERSON NEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Union Bank Form signed by employee authorizing leave July 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 July 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 July 18, 2007, listing personnel files to be purged/digitally imaged. PREPARED BY: ,. ~y~„1 ~,~ ~~~~ ~ ~ _ ~~ ~w Michael S. Ernandes Date Personnel Operations Manager RECORDS DESTROYED: Number of Boxes CONSENT BY: 7, nrigve Iva Date Execu ' ire t Perso el Services Department APPROVED BY: Date City Attorney 19C-4 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 2006 PERSON NEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES ENROLLMENT Dental Insurance Employee dental insurance enrollment forms July 2002 and prior FORMS (OFFICIAL) Flexible Enrollment forms for flexible spending July 2002 and prior Spending, program. Section 125 Life Insurance Employee life insurance enrollment forms July 2002 and prior Long-Term Employee Long-Term Disability Insurance July 2002 and prior Disability enrollment forms Insurance Medical Employee medical insurance enrollment July 2002 and prior Insurance forms EQUAL Employment and Personnel and employment records, July 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 July 2002 and prior termination OFFICIAL Certification/ Request for Certification and/or July 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 July 2002 and prior Training completion date of training class(es). Commendation Letters of commendation and/or other July 2002 and prior Letters congratulatory documents received by and/or issued to EE. Disciplinary Memorandums, letters, or other records of July 2002 and prior Actions proposed and/or implemented disciplinary _._ action(s). Doctor's Notes/ Notes/medical release forms, etc., submitted July 2002 and prior Medical regarding employee's medical condition. Releases Drug Screen Pre-placement and drug screening July 2002 and prior Test authorization and acknowledgement form(s) and results of drug screening. 19C-5 PERSONNEL SERVICES DEPARTMENT RECORD RECORD -- RECORD _ RECORD CATEGORY SERIES __ __ DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class July 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 July 2002 and prior __ any) for hired employees. Medical Leave of Leave of Absence forms used in the July 2002 and prior Absences** documentation of medical leave (including pregnancy leave and Family and Medical Leave). Miscellaneous Documents not specifically mentioned but July 2002 and prior Documents kept in official personnel file. Notice of Form completed by employee and/or July 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 July 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 July 2002 and prior Employment employee to be engaged in outside __ employment. Performance Employee performance evaluation forms July 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 July 2002 and prior Enrollment Employees' Retirement System (PERS) Pre-Employment Forms completed by employee and medical July 2002 and prior Medical clinic to assess physical capability of employee prior to hiring. Security Check Form completed by Personnel Svcs to July 2002 and prior Form request Police Dept to conduct security check on employee prior to hiring. Special Licenses Special licenses issued to employees from July 2002 and prior DMV, accredited schools, etc., verifying employee meets certain job-related requirements. Tuition Copies of applications for training and July 2002 and prior Reimbursement educational assistance which show EE Request request, department head approval, and final disposition of request. 19C-6 on C. y1 I--1 b U Q m b O 0 m O r O O N 00 T ti 0 v d N Lr ~ N Q p ~ Oti ~ ~ GGG _ ~ ^ n ~ ~ ~ ~a y as N . ti Q {:-+ ~ W ~, ~" °" 4j F4 F ~ ~ w ~ w ^ ' W ~, Q w O O O P/" O •-' O ~ O ~ N p y O G C O C O G O C' O :-. C O O C O C ~ q b iC ~ iC ^ h v. ~c :~ ~ ctl ti N C 'a ~y ^ O ~ N O ~y ,~ w ~ Ri N `~ O ~ ~ ~ ~ ~ ti ~ c^V N N cCd ~ ~ y^N O ~ N ~ N 0 N N W N ! m y ~ ~ ~ b0 N A 'D 09 ~ ~ ~ b0 N ~ O Y ~ . ~ bA O cd 'O . ~' t ti. ~ N C m ~~ bA N OA N W N b9 N (~ b OD N .I .y ~ ~~ a x x x Q a g x .~. x o x c~ o' ve x .-~ o' v~ w x A O~ x x x r~ 5 x w ce p N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N O N N N N N a0.. ate. N ~y Q '-' ~--~ ~ vl O .~ ~ ~ N --+ ~ o0 N ~ O ~ ~ h N ~ 00 N ~ V't O .-• N .-. M ~ N O ~ W O ~ Q1 ~ b N m ~--~ .. 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'C ro v~ a~ U r . ~ ~ N ~ a a ?4 ~ N N G ~ O E-~ ~ a ¢~' T d O m U N U c d U ~~ F U c~O vi ~ O O R cd N N N O ro ~ ~ ~ N ~ ~ O ~ ~ ~ N N . `~ W w ~ x x x x .a ~l a .-~ a ~ ~ O O O w ~ c~ 19C-7 ~ a . ~ ¢ a w ~, p o C G C C C C C g q C O O p O O O O o o O O O O F ~ h N W N a ~. ~ Q b pq N b^q N b0 N '~ ~ N ~ N b.0 N bD N bL N W N b0 N Ri j _ '~ x x w ~ x x x a x x x x x x x ~ a p N N N N N N N N N N N N N N N N ~ O O O O O O O O O O O O O O O O ~y Q ^~ O l~ N ~ O M N O ~ O M r O W N oo N ~n O ~n N o0 N .-. 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O N ~ ~ M ~ ~ ~i T 7. ^ p 'D ro W p v cd p N ro A Z ~ N 7 ?` ~ ~ ~ ~ ~ w ~ ^ p ~ ti ~ ~ ~ . , ti X ~ n M Q p W ~ H V z T ~ ' ` ~ w 0. . i J . l ~i .G d b 7 p a 0..i p m Z y a. y G O ~ ~ p N ~`~. p 'O ~' . . ~ N ~ bq N O N ~ ~ ~ y ~ 7 ~ p N N O ~ c d ~ ro p ~ p T ~ c C h a x x x z a x ~ ~ H H ~ H > > 3 3 19C-8 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/ July 2004 and prior Materials implementation of recruitments. Bilingual Forms certifying bilingual capabilities for July 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 July 2004 and prior recruitment time, akept for outreach _ purposes. Examinaton Examination answer sheets completed by July 2004 and prior Answer Sheets applicants during testing process and other testing materials. Official Eligible Eligible lists signed by City Manager. Lists of July 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 July 18, 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 Iva Date Execu ' ire to Personnel Se es Department APPROVED BY: ;, r 4 .C.G .-L ,ltyse Fletcher Date ~~City Attorney ~~~`7 ~~ ,~ 19C-9 r. C N J N 7 N L U C 0 U 7 N 0 U '~ O U N N N O N 0 0 N _a 7 0 c a~ E L U c0 Q ~~ m~ 0 , 0 , 0 , 0 , 0 , 0 , 0 W P M I~ V N W V' 0 0 0 0 .- N ~'- N N W ~ M ~ M ~ M M ~ ~ ~ ~ ~ M (p 0 0 0 0 0 O O ~ N J V V V V V V V ~ 0 0 0 0 0 0 0 ~ N O I~ V V O o U ~ v N n O n ~ v ~ co ~ cfl O co 0 0 0 0 0 0 0 v v v c v v c ~ 0 0 0 0 0 0 0 O N \ M \ O \ M \ \ r \ ~ 1 r N N M N N N 0 0 0 0 0 0 0 U N C X ,,, W N_ N m E O N U (0 N 7 (n C ._. m d .-. tq .~ - ~ O N (n ~ O ~ m U N U_ O U C C N U C ~ N N M g ~ Z N ~ ~ E c O 0) ~ N ~ ,N N N U O ~ (6 U .C C O .U Q N Il O d U N O C C O N p Y ~Q Q ~ i d d n U ~ c m ~ c ~ N ~- D ~ V V V V V V V m E o 0 0 0 0 0 0 O O O N cD M ~ ~ I~ N H m Z u7 u7 u7 V (O u7 M 19C-10