HomeMy WebLinkAbout19C - RECORDS DESTRUCTION
REQUEST FOR
COUNCIL ACTION
CLERK OF COUNCIL USE ONLY:
CITY COUNCIL MEETING DATE:
JULY 7, 2008
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
APPROVED
o As Recommended
o As Amended
o Ordinance on 15t Reading
o Ordinance on 2nd Reading
o Implementing Resolution
o Set Public Hearing For
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CITY MANAGER
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Approve the requests for the destruction of obsolete records from various
Ci ty 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
Resolution, the City Attorney has approved the list of records
for destruction from the departments as outlined in the
documents.
Schedule
proposed
attached
FISCAL IMPACT
There is no fiscal impact associated with this item.
19C-1
19C-2
MEMORANDUM
To:
Laura Sheedy, Assistant City Attorney
City Attorney's Office
From:
Sharon Hennegen
Date:
May 30, 2008
Re:
REQUEST FOR DESTRUCTION OF RECORDS
The Clerk of the Council request your consent to destroy city records on the attached listing,
in accordance with the retention schedule outlined in City Council Resoultion 2006-045.
Thank you.
19C-3
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
FINANCE AND MANAGEMENT SERVICES
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
PAYROLL Attendance Reports Daily attendance postings 1997 and
prior
Check Registers Pay period employee earnings and deductions 1997 and
prior
W2's and EE Earning Self-explanatory 2002 and
Report prior
Retirement CalPERS Salary, gross, contribution reports 1997 and
prior
Quarterly Reports State quarter earnings and tax reports 1997 and
prior
Leave of Absence Authorizing absence forms
(for Finance Dept only) 2005 and
prior
Exception Sheets Labor expenditure charges to applicable Fund/Activity 2004 and
other than home account prior
PREPARED BY:
CONSENT BY:
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Date
':.\(\~~~\.}\ r- ~"'> ~~~. , IP!J/o8
Francisco Gutierrez Date
Executive Director of Finance
S aron Hennegen
Administrative SeNices Manager
Payroll Division
RECORDS DESTROYED:
APPROVED BY:
Number of Boxes
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,,\'121--'--' /1., J\ LJ J2/~1
(Joseph Fletcher (7/
City Attorney
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19C-4
MEMORANDUM
To:
Laura Sheedy, Assistant City Attorney
City Attorney's Office
From:
Michael Ernandes, Personnel Operations Manager
Personnel Services Department
Date:
June 11,2008
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.
'~~vlcJ C Q_
19C-5
t '
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
~;.. TEGORY SERIES DESCRIPTION DATES
RECRUITMENTS Background Materials used in the preparation! June 2005 and prior
Materials implementation of recruitments.**
Bilingual Forms certifying bilingual capabilities fGf June 2005 and prior
Certification employees receiving bilingu31 P3Y 3nd for
Forms applicants for recruitments which require
bilingual capabiliity.*
Ethnicity Stubs From employment applications submitted at June 2005 and prior
recruitment time, are kept for outreach
purposes. *
Examination Examination answer sheets completed by June 2005 and prior
Answer Sheets applicants during testing process and other
testing materials.*
Official Eligible Eligible lists signed by City Manager. Lists of June 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)). **
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
2006
See attached spreadsheet, dated June 11, 2008, with recruitment files to be purged/digitally imaged.
*
**
Will be purged
Will be digitally imaged
PREPARED BY:
CONSENT BY:
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Date
Susan Wathen for
Michael S. Ernandes
Personnel Operations Manager
RECORDS DESTROYED:
APPROVED BY:
Number of Boxes
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City Attorney
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19C-7
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PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CA TEGORY SERIES DESCRIPTION DATES
ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated June
FORMS forms** 2003 and prior
(OFFICIAL)
Flexible Enrollment forms for flexible spending EE Separated June
Spending, program** 2003 and prior
Section 125
Life Insurance Employee life insurance enrollment forms** EE Separated June
2003 and prior
Long-Term Employee Long-Term Disability Insurance EE Separated June
Disability enrollment forms** 2003 and prior
Insurance
Medical Employee medical insurance enrollment EE Separated June
Insurance forms** 2003 and prior
EQUAL Employment and Personnel and employment records, EE Separated June
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 June
termination 2003 and prior
OFFICIAL Certification/ Request for Certification and/or EE Separated June
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 June
Training completion date of training class(es).* 2003 and prior
Commendation Letters of commendation and/or other EE Separated June
Letters congratulatory documents received by and/or 2003 and prior
issued to EE. *
Disciplinary Memorandums, letters, or other records of EE Separated June
Actions proposed and/or implemented disciplinary 2003 and prior
action(s)*
Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated June
Medical regarding employee's medical condition.** 2003 and prior
Releases
Drug Screen Pre-placement and drug screening EE Separated June
Test authorization and acknowledgement form(s) 2003 and prior
and results of drug screening.**
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
2006
19C-8
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Family and Basic employee data (name, address, class EE Separated June
PERSONNEL Medical Leave title, pay rate, hours worked per pay pe-iod; 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 June
any) for hired employees. * 2003 and prior
Medical Leave of Leave of Absence forms used in the EE Separated June
Absences** documentation of medical leave (including 2003 and prior
pregnancy leave and Family and Medical
Leave).**
Miscellaneous Documents not specifically mentioned but EE Separated June
Documents kept in official personnel file.*** 2003 and prior
Notice of Form completed by employee and/or EE Separated June
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 June
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 June
Employment employee to be engaged in outside 2003 and prior
employment.*
Performance Employee performance evaluation forms EE Separated June
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 June
Enrollment Employees' Retirement System (pERS)** 2003 and prior
Pre-Employment Forms completed by employee and medical EE Separated June
Medical clinic to assess physical capability of 2003 and prior
employee prior to hiring. **
Security Check Form completed by Personnel Svcs to EE Separated June
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 June
DMV, accredited schools, etc., verifying 2003 and prior
employee meets certain job-related
requirements. *
Tuition Copies of applications for training and EE Separated June
Reimbursement educational assistance which show EE 2003 and prior
Request request, department head approval, and final
disposition of request.*
19C-9
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated June
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 June
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 June 11, 2008, listing personnel files to be purged/digitally
imaged.
*
**
***
Will be purged
Will be digitally imaged
If non-medical records, will be purged; if medical records, will be digitally imaged.
PREPARED BY:
CONSENT BY:
I'
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Susan Wathen for Date '
Michael S. Ernandes,
Personnel Operations Manager
RECORDS DESTROYED:
APPROVED BY:
Number of Boxes
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vJoseph Fretchp'
City Attorney II
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19C-12
To:
From:
Date:
Re:
MEMORANDUM
Laura Sheedy, Assistant City Attorney
City Attorney's Office
Mark Lawrence, Executive Assistant to the City Manager
June 25, 2008
REQUEST FOR DESTRUCTION OF RECORDS
The City Manager's Office 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.
(/
t~--
19C-13
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2008
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence June 1, 2006
and prior
Correspondence/ June 1, 2006
Chronological Files and prior
Councilmember Self-explanatory
Council Requests Mayor Inquiries processed for Mayor June 1, 2006
and prior
Wards 1 through 6 Inquiries processed for Council members June 1, 2006
and prior
Correspondence General Correspondence Self-explanatory June 1, 2006
and prior
Staff Inquiries processed for Staff June 1, 2006
and prior
Monthly Status City Manager Self-explanatory June 1, 2006
Reports and prior
Payroll Records Council/Staff Self-explanatory June 1, 2006
and prior
APPROVE:
Q;fi!r:Z- t/l5/~r
David N. Ream Date'
City Manager
CONSENT:
-----------------------------------------------------------
RECORDS DESTROYED:
AUDITED BY:
Volume
in Cubic Feet
Weight
in Pounds
Mark Lawrence Date
Assistant to the City Manager
19C-14