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Home My WebLink About19C - DESTRUCTION OBSOLETE RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 2, 2008 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1" Reading ^ Ordinance on 2nd Reading ^ Implementing Resolution ^ Set Public Hearing For 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 5B 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 ZQI~ t~AY -5 Pit 2: 5~` .~~~ ~~ MEMORANDUM ~D j ~ To: L~~'heec~y; Assistant City Attorney City Attorney's Office From: Michael Ernandes, Personnel Operations Manager Personnel Services Department Date: May 1, 2008 Re: REQUEST FOR DESTRUCTION OF RECORDS The Personnel Services Department requests your consent to destroy city records on the attached listings, in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you. ~~%1 C_ -a 19C-2 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 2006 PERSONNEL SERVICES DEPARTMEN T RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated Apr FORMS forms** 2003 and prior (OFFICIAL) Flexible Enrollment forms for flexible spending EE Separated Apr Spending, program"'` 2003 and prior Section 125 Life Insurance Employee life insurance enrollment forms** EE Separated Apr 2003 and rior Long-Term Employee Long-Term Disability Insurance EE Separated Apr Disability enrollment forms** 2003 and prior Insurance Medical Employee medical insurance enrollment EE Separated Apr Insurance forms** 2003 and prior EQUAL Employment and Personnel and employment records, EE Separated Apr EMPLOYMENT personnel including application forms*, records 2003 and prior OPPORTUNITY records pertaining to promotions*, layoffs*, COMMISSION terminations", salaries* and training* (EEOC) Involuntary Personnel records of terminated employee" EE Separated Apr termination 2003 and prior OFFICIAL Certification/ Request for Certification and/or EE Separated Apr PERSONNEL Reassignment reassignment forms which document and 2003 and prior FILES Forms authorize hiring, reassignment, or other employee actions* Certificates of Certificates issued to EE which show EE Separated Apr Training completion date of training class(es).* 2003 and prior Commendation Letters of commendation and/or other EE Separated Apr Letters congratulatory documents received by and/or 2003 and prior issued to EE.* Disciplinary Memorandums, letters, or other records of EE Separated Apr Actions proposed and/or implemented disciplinary 2003 and prior action(s)* Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated Apr Medical regarding employee's medical condition.** 2003 and prior Releases Drug Screen Pre-placement and drug screening EE Separated Apr Test authorization and acknowledgement form(s) 2003 and prior and results of drug screening.** 19C-3 PERSON NEL SERVICES DEPARTMEN T RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class EE Separated Apr PERSONNEL Medical Leave title, pay rate, hours worked per pay period; 2003 and prior 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 EE Separated Apr any) for hired employees.* 2003 and prior Medical Leave of Leave of Absence forms used in the EE Separated Apr Absences** documentation of medical leave (including 2003 and prior pregnancy leave and Family and Medical Leave).** Miscellaneous Documents not specifically mentioned but EE Separated Apr Documents kept in official personnel file *** 2003 and prior Notice of Form completed by employee and/or EE Separated Apr Separation department indicating effective date of 2003 and prior separation, last day on the job, reason for separation, etc.* Oath of Office Form completed and signed by employee EE Separated Apr affirming allegiance to the Constitution of the 2003 and prior United States and the Constitution of the State of California.* Outside Form submitted by employee for approval for EE Separated Apr Employment employee to be engaged in outside 2003 and prior employment.* Performance Employee performance evaluation forms EE Separated Apr Evaluations completed by supervisory personnel re 2003 and prior employees' accomplishment of their assigned duties and responsibilities, etc.* PERS Forms to enroll employees in the Public EE Separated Apr Enrollment Employees' Retirement System (PERS)** 2003 and prior Pre-Employment Forms completed by employee and medical EE Separated Apr Medical clinic to assess physical capability of 2003 and prior employee prior to hiring.** Security Check Form completed by Personnel Svcs to EE Separated Apr Form request Police Dept to conduct security 2003 and prior check on employee prior to hiring.* Special Licenses Special licenses issued to employees from EE Separated Apr DMV, accredited schools, etc., verifying 2003 and prior employee meets certain job-related requirements.* Tuition Copies of applications for training and EE Separated Apr Reimbursement educational assistance which show EE 2003 and prior Request request, department head approval, and final disposition of request.* 19C-4 PERSON NEL SERVICES DEPARTMEN T RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated Apr PERSONNEL Donation Form hours be donated to the Union Business 2003 and prior FILES Leave Bank to be used by union leaders for Union Business.* W-4 form Employee's Withholding Allowance EE Separated Apr Certificate completed by EE authorizing 2003 and prior employer to withhold Federal income tax from employee's pay and/or for indicating exemption.** Please see attached spreadsheet, dated May 1, 2008, listing personnel files to be purged/digitally imaged. * Will be purged ** Will be digitally imaged *** If non-medical records, PREPARED BY: will be purged; if medical records, will be digitally imaged. a 37 Susan athen for D to Michael S. Ernandes, Personnel Operations Manager RECORDS DESTROYED: Number of Boxes CONSENT BY: ~$' Enr' e J va ate E utive irector Personnel Services Department APPROVED BY: ~ ~ o F cG~1 S ls"ly~' Joseph Fletcher ) Date City Attorney (/ 19C-5 .mill F~.~ Sr" U G 0 U a~ -v O U ~r a~ a~ 0 .~ 00 O 0 0 c a 0 ~ ~ ~ a~i ~ ~ i ~ ~ ' ~' ~ ~ ~ p c ~ a c a ~ 0 ~ 0 ~~ 0 ~~ ~ ~ o ~ 0 • 0 0 0 0 ' . 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E° a ¢ ~ Q ti ° ~ ~ a ~ E~ > 3 3 N 19C-6 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/ Apr 2005 and prior Materials implementation of recruitments.** Bilingual Forms certifying bilingual capabilities #ef Apr 2005 and prior Certification for Forms applicants for recruitments which require bilingual capabiliity.* Ethnicity Stubs From employment applications submitted at Apr 2005 and prior recruitment time, are kept for outreach purposes.* Examination Examination answer sheets completed by Apr 2005 and prior Answer Sheets applicants during testing process and other testing materials.* Official Eligible Eligible lists signed by City Manager. Lists of Apr 2005 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 1, 2008, with recruitment files to be purged/digitally imaged. * Will be purged ** Will be digitally imaged PREPARED BY: Susan Wathen for Date Michael S. Ernandes Personnel Operations Manager RECORDS DESTROYED: Number of Boxes CONSENT BY: APPROVED BY: -, nriqu J AI a D to ~ Exec Die or Personnel S ices Department ~s/o ~ Jos ph Fletc er Date City Attorney 19C-7 y~. a. m C J O '~ N L U C O U N O U a~ O M O 0 N >, O +. c a~ U Q s ~ 'p~ = _ ~ ~p W +-• N ~ ~ w ~ can J ~ 0 ~ I~ N ~ ~ 0 tt~ 0 ~ I~ N ~ ~ 0 ~ ~ fII O C 0 Z Q Z ~f 0 ~ O N ~ 0 O M 0 ~ N O ~ ~ O ~ ~ ~ Q ~ Z ~ ~ V C O U Q' ~ Z ~ O ~ O ~ ~ 00 O ~ d. ~ Q ~ Z ~ ~ fD a, O C O Z Q ~ Z ~ O ~ M N ~ M O ~_ O L.L - Q i Q Z O O ~ N 0 ~ ~ r- ~ 0 ~ Cfl 0 ~ ~ 0 N 0 ~ O .- ~ O 0 In 0 ~ M .- ~ ~ 0 ~ 0 ~ B M ~ M 0 l,n 0 ~ I~ N ~ d' 0 ~ 0 ~ O ~ ~ 'd' 0 ~ 0 ~ ~' ~ ~ 'ai' O ~ 0 ~ ~ ~ ~ '~ O ~ M ~ M M ~ ~ ~ ~ M ~ ~ O ~ N to ~ ~ ~ ~ ~ O O ~ O ~ O ~ O . 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