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Home My WebLink About19C - RECORDS DESTRUCTIONREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 17, 2008 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS ~ ~ CI MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1 S' Reading ^ Ordinance on 2"d 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 4~ d? ~~ ~ : , ~' ~ r~'~ , ~ - ~~~ MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Sharon Hennegen Date: October 15, 2008 Re: REQUEST FOR DESTRUCTION OF RECORDS The Clerk of the Council 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. 19C-2 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES 2008 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES June ACCOUNTS Cash Requirement Lists paid invoices by vendor. 2005 PAYABLE (AP 50) and prior June Direct Payment Voucher Generates payment to City vendor/creditor used in lieu of 2006 P.O. when item & vendor known. And prior Petty Cash Receipts Reimbursements for authorized expenses under $75 June 2006 and prior June Purchase Requisition Agency requests to FMSA to locate best vendor for 2006 identified goods/items And rior Travel Request and Self-explanatory une a~d6 Expense Report nor p Material Release Forms Order for item directly from City approved vendor list 2004 And prior Purchase Orders Authorize purchase of goods or services une and prior CONSENT BY: Date q~dministrative Services Manager Purchasing Division RECORDS DESTROYED: Number of Boxes APPROVED BY: ~. ~-, Joseph Fletcher;' Dad City Attorney ~' 19C-3 PREPARED BY: MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: November 6, 2008 Re: 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. 19C-4 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 November 1, 200E and prior Correspondence/ November 1, Chronological Files Councilmember Self-explanatory 2006 and prior Council Requests Mayor Inquiries processed for Mayor November 1, 2006 and prior Wards 1 through 6 Inquiries processed for Councilmembers November 1, 2006 and prior Correspondence General Correspondence Self-explanatory November 1, 2006 and prior Staff Inquiries processed for Staff November 1, 200Ei and prior Monthly Status City Manager Self-explanatory November 1, Reports 200Ei and prior Payroll Records Council/Staff Self-explanatory November 1, 2006 and prior APPROVE: 1 ,.~- David .Ream Date City Manager RECORDS DESTROYED: Volume in Cubic Feet Weight in Pounds CONSENT: J~dseph W. Fle~c r Date City Attorney AUDITED BY: Mark Lawrence Date Assistant to the City Manager 19C-5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL 2008 RECORD RECORD RECORD RETENTION CATEGORY SERIES DESCRIPTION PERIOD AGREEMENT City Council-Approved Includes leases, equipment, services 2003 and Prior (Agmt) (A series) or supplies; may contain attachments such as deeds, insurance City Manager-Approved certificates, and RFCA's (N series) BOARDS & B&C Applications Applications for B&C positions 2005 and Prior COMMISSIONS (B&C) Not Selected received during a calendar year and not acted u on b the Council B&C Board Attendance Reports Biannual Attendance reports from 2005 and Prior City Boards, Committees and B&C Board Member File, Commissions; includes RFCA's; Membership Applications and supporting Roster correspondence re current members; Reference file for names, addresses and other data on incumbent Board/Commission members. CLERK Miscellaneous Correspondence Includes both incoming and outgoing 2005 and Prior PUBLIC RECORDS Public Records Request Requests from the public for 2005 and Prior REQUEST documents retained by the City CLERK LOGS Claims Against the City Council reports on liability claims 2004 and Prior Miscellaneous Logs Log of documents received by the Clerk including summons, subpoenas, appeals, Alcoholic Beverage Control (ABC), Personnel Board findings and other actions under various SAMC sections COUNCIL MEETING Agendas City Council Meeting Agendas 2005 and Prior Agenda Packets-By Council Council Meeting Agenda packet 2002 and Prior Meeting Date materials, e.g., Requests for Council Action (RFCA's) and backup information on Council A enda items Audio and Video Recordings Recordings of Council Meetings 2006 and Prior COUNCIL REQUESTS Certificates and Proclamations Request from the Mayor and Council 2005 and Prior re uestin resentations FINANCE (Financial Clerk of the Council Operating Budget Copies of Direct Payment Vouchers 2005 and Prior Documents) (DPV's), Materials Releases (MR's), Purchase Orders (PO's) and other Clerk ex enditure records Projects Winning bids (originals) for Council- 2003 and Prior approved contracts for construction, improvement, maintenance, rehabilitation of public facilities including change orders; contains RFCA's and insurance certificates 19C-6 RECORD RECORD RECORD RETENTION CATEGORY SERIES DESCRIPTION PERIOD INSURANCE (INS) Buildin Movers Proof of insurance required to be 2002 and Prior Bus Shelters & Benches filed with the Clerk Helicopter Landing & Other Stadium Users Taxicabs PAYROLL Leave of Absence Forms to authorize absence from 2005 and Prior work Report Pay Transaction/Exception Memos to Payroll Dept. Forms to 2004 and Prior Sheets charge labor expenditures to applicable Fund and Activity other than home account PREPARED BY: Rita L Gallardo Date Asst. Clerk of the Council CONSENT BY: . _ C,, In I1~~08 Patricia E. Healy ate Clerk of the Council RECORDS DESTROYED: 14 Number of Boxes APPROVED BY: ~~ ~ ,, .: ~; ~ ~~ ~S~_~ ;~ ' Ili` f. oseph Fletcher ,~ Date City Attorney i 19C-7 'a/Y~n n ~ T 7 `) . , P S~ 03 ~i~ '. ,. ~ ~ (, MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Michael Ernandes, Personnel Operations Manager Personnel Services Department Date: October 21, 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. 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 ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated FORMS forms** October 2003 and (OFFICIAL) rior Flexible Enrollment forms for flexible spending EE Separated Spending, program** October 2003 and Section 125 prior Life Insurance Employee life insurance enrollment forms"* EE Separated October 2003 and rior Long-Term Employee Long-Term Disability Insurance EE Separated Disability enrollment forms** October 2003 and Insurance prior Medical Employee medical insurance enrollment EE Separated Insurance forms*'` October 2003 and rior EQUAL Employment and Personnel and employment records, EE Separated EMPLOYMENT personnel including application forms*, records October 2003 and OPPORTUNITY records pertaining to promotions*, layoffs*, prior COMMISSION terminations*, salaries* and training* (EEOC) Involuntary Personnel records of terminated employee* EE Separated termination October 2003 and rior OFFICIAL Certification/ Request for Certification and/or EE Separated PERSONNEL Reassignment reassignment forms which document and October 2003 and FILES Forms authorize hiring, reassignment, or other prior employee actions* Certificates of Certificates issued to EE which show EE Separated Training completion date of training class(es).* October 2003 and rior Commendation Letters of commendation and/orother EE Separated Letters congratulatory documents received by and/or October 2003 and issued to EE.* prior Disciplinary Memorandums, letters, or other records of EE Separated Actions proposed and/or implemented disciplinary October 2003 and action(s)* prior Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated Medical regarding employee's medical condition.** October 2003 and Releases prior Drug Screen Pre-placement and drug screening EE Separated Test authorization and acknowledgement form(s) October 2003 and and results of drug screening.** prior 19C-9 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class EE Separated PERSONNEL Medical Leave title, pay rate, hours worked per pay period; October 2003 and FILES (FML) additions to or deductions from wages). prior 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 any) for hired employees.* October 2003 and rior Medical Leave of Leave of Absence forms used in the EE Separated Absences*" documentation of medical leave (including October 2003 and pregnancy leave and Family and Medical prior Leave).** Miscellaneous Documents not specifically mentioned but EE Separated ~ A Documents kept in official personnel file.*** October 2003 and li rior Notice of Form completed by employee and/or EE Separated Separation department indicating effective date of October 2003 and separation, last day on the job, reason for prior separation, etc.* Oath of Office Form completed and signed by employee EE Separated ', affirming allegiance to the Constitution of the October 2003 and ', United States and the Constitution of the prior State of California.* Outside Form submitted by employee for approval for EE Separated Employment employee to be engaged in outside October 2003 and employment.* prior Performance Employee performance evaluation forms EE Separated Evaluations completed by supervisory personnel re October 2003 and employees' accomplishment of their prior assigned duties and responsibilities, etc.* PERS Forms to enroll employees in the Public EE Separated Enrollment Employees' Retirement System (PERS)** October 2003 and rior Pre-Employment Forms completed by employee and medical EE Separated Medical clinic to assess physical capability of October 2003 and employee prior to hiring.** prior Security Check Form completed by Personnel Svcs to EE Separated Form request Police Dept to conduct security October 2003 and check on employee prior to hiring.* prior Special Licenses Special licenses issued to employees from EE Separated DMV, accredited schools, etc., verifying October 2003 and employee meets certain job-related prior requirements.* 19C-10 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Tuition Copies of applications for training and EE Separated PERSONNEL Reimbursement educational assistance which show EE October 2003 and FILES Request request, department head approval, and final prior disposition of request.* Union Bank Form signed by employee authorizing leave EE Separated Donation Form hours be donated to the Union Business October 2003 and Leave Bank to be used by union leaders for prior Union Business.* W-4 form Employee's Withholding Allowance EE Separated Certificate completed by EE authorizing October 2003 and employer to withhold Federal income tax prior from employee's pay and/or for indicating exemption.** Please see attached spreadsheet, dated October 21, 2008, listing personnel files to be purged and/or 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. ~~~~ l' Susan Wathen for Date Michael S. Ernandes, Personnel Operations Manager RECORDS DESTROYED: Number of Boxes CONSENT BY: APPROVED BY: / ~ Enrique J. va Da e Executiv irector Personnel Services Department ~~ Joseph Fletcher --,~ Date City Attorney ,~~%~ 19C-11 Attachment to October 21, 2008 Obsolete Records Destruction Schedule Listing To Be Purged After October 31, 2008 Last Name First Name Employee Number FT PT Classification PTCS Separation Date Reason Adame Maria C. 09203 Clerical Aide PT 04/25/01 Resignation Adams Rosezelia Joyce 06593 Sports Attendant PT 08/25/95 Expiration of Apptmnt Alvarez Cesar 09188 Maintenance Aide II PT 04/07/98 Dismissal Amaraphomkul Arnop 101829 Clerical Aide PT 05/22/01 Resignation Amaraphomkul Peter 10824 Clerical Aide PT 05/11/01 Resignation Andres Claudia D. 101795 Tutor PT 04/11/01 Lay-Off Argueta Graciela I. 103328 Tutor PT 10/30/03 Lay-Off Arzaga Ernesto A. 102696 Engineering Intern PT 10/29/03 Resignation Arzate Tommy M. 08156 Senior Maintenance Aide I PT 05/21/01 Resignation Barb Susan D. 101190 Librarian (Part-Time) PT 09/15/03 Lay-Off Bernal Lisa 08994 Senior Program Leader PT 09/26/03 Resignation Brito Manuel 103453 Special Employment Counselor II PT 09/12/03 Expiration of Apptmnt Brown Jarrod 00563 Senior Program leader PT 09/26/94 Expiration of Apptmnt Carbajal Ernesto R. 102838 Tutor PT 10/30/03 Lay-Off Cendejas Marlyn C. 00959 Detention Officer FT 09/08/03 Resignation Cerna Rosie 103461 Special Employment Counselor II PT 09/12/03 Expiration of Apptmnt Chaney William T. 13656 Police Officer FT 09/30/03 Ind Disability Retirement Chau Sarah H. 04817 Special Employment Counselor II PT 07/31/98 Expiration of Apptmnt Christian Sharon K. 03908 Senior Office Assistant FT 09/04/03 Service Retirement Cortez Adriana 102839 Tutor PT 10/30/03 Lay-Off Dang Lilly 102637 Tutor PT 10/30/03 Lay-Off Dang Steven H. 102812 Tutor PT 10/30/03 Lay-Off De Mayo Barbara 103231 Management Intern PT 10/12/02 Resignation Duran Jesse 04401 Maintenance Aide II PT 04/04/01 Quit Esparza Cristobal 103462 Clerical Assistant PT 09/12/03 Expiration of Apptmnt Fernandez Larry V. 09980 Senior Maintenance Aide I PT 05/05/01 Dismissal Flores Jose R. 103299 Police Officer FT 09/24/03 Resignation Galvez Victor 103383 Engineering Intern PT 09/05/03 Resignation Garcia Alexandra R. 102821 Tutor PT 10/30/03 Lay-Off Garcia Carlos D. 101571 Senior Maintenance Aide I PT 06/17/03 Resignation Garcia Norma 02501 Senior Administrative Intern PT 05/17/01 Resignation Garcia Robert 03420 Park Maintenance Aide PT 06/02/00 Resignation Gavino Juan 103480 Senior Program Leader PT 06/07/04 DQ-Medical Giang Lan N. 10908 Tutor PT 10/30/03 Lay-Off Godwin Donajean 103293 Program Leader I PT 12/24/02 Resignation Attachment to October 21, 2008 Obsolete Records Destruction Schedule Listing To Be Purged After October 31, 2008 Last Name First Name Employee Number Classification FT PT PTCS Separation Date Reason Gonzales Jerry 102069 Senior Maintenance Aide I PT 12/11/01 Resignation Gonzalez Elizabeth 100710 Tutor PT 10/30/03 Lay-Off Gonzalez Josue 101845 Senior Program Leader PT 09/09/03 Expiration of Apptmnt Guerrero Maricela 09540 Community Center Aide PT 06/30/03 Lay-Off Guerrero Martha P. 102721 Cashier PT 02/04/02 Dismissal Guillen Nellie 103356 Data Entry Clerk PT 02/19/03 Quit Guzman Maclovio 07500 Maintenance Aide II PT 10/05/03 Dismissal Hall Marcel 09863 Program Leader I PT 02/06/99 Resignation Hamano George K. 103335 Program Coordinator PT 09/22/03 Resignation Hernandez Daniel 100557 Student Intern PT 05/07/01 Resignation Herron-Williams Jennifer 102815 Animal Keeper 1 PT 05/25/03 Resignation Hoyt Jennifer 08953 Program Leader I PT 12/31/99 Resignation Huizar Angelica 101518 Management Intern PT 05/31/01 Resignation Huynh Thanh T. 103187 Senior Program Leader PT 09/09/03 Expiration of Apptmnt Ibarra Joseph G. 06881 Tutor PT 10/30/03 Lay-Off Jimenez Olivia 06424 Crossing Guard PT 09/12/03 Resignation Jimenez Thelma 101423 Senior Program Leader PT 05/31/01 Resignation Johnson Laura C. 03029 Planning Commission Secretary FT 10/28/03 Service Retirement Juarez Larry V. 09978 Computer Technician PT 05/25/01 Resignation Kamel Meray 08137 Senior Administrative Intern PT 08/27/99 Resignation Kohara Sharon M. 103255 Tutor PT 06/02/03 Resignation Kurnow Brian S. 103346 Administrative Intern PT 10/17/03 Resignation Lee Grace A. 101655 Engineering Intern PT 09/09/03 Resignation Linares Paul H. 101408 Maintenance Aide II PT 05/19/01 Resignation Longstreet Donna 101687 Librarian (Part-Time) PT 09/15/03 Lay-Off Lopez Anel 06415 Graphics Aide PT 04/17/01 Resignation Lopez Rosa 09033 Program Coordinator PT 09/05/03 Separated-Svcs No Longer Req'd Lopez Ruth V. 10957 Senior Program Leader PT 09/03/03 Resignation Lopez Valentin 103382 Crossing Guard PT 10/15/03 Resignation Ly Alex H. 100254 Tutor PT 10/30/03 Lay-Off Madrigal Omar A. 103288 Senior Administrative Intern PT 08/20/03 Resignation Marin Maria J. 100009 Recreation Leader FT 09/30/03 Lay-Off Marroquin Grecia P. 101862 Special Employment Counselor II PT 09/19/03 Expiration of Apptmnt Marroquin Margarita 101348 Program Leader II PT 04/30/01 Dismissal Martin Thomas R. 103416 Management Intern PT 09/12/03 Resignation Attachment to October 21, 2008 Obsolete Records Destruction Schedule Listing To Be Purged After October 31, 2008 Last Name First Name Employee Number Classification FT PT PTCS Separation Date Reason Martinez Fernando 10759 Studentlntern PT 09/02/99 Returned to School Marty Thomas A. 01288 Police Officer FT 10/15/03 Resignation Medina Gilbert Edward 10858 Maintenance Aide II PT 01/07/00 Resignation Melendez Jose P. 04356 Park Maintenance Aide II PT 12/05/03 Medical Release Melgoza Tirzo M. 05185 Crossing Guard PT 01/23/03 Resignation Mendibles Jr. Albert 103775 Special Employment Counselor 1 PT 10/09/03 Resignation Millan George 101511 Park Maintenance Assistant PT 05/17/02 Dismissal Moncada Laura 100810 Tutor PT 10/30/03 Lay-Off Morales Sylvia P. 10953 Supervising Librarian FT 10/31/03 Resignation Moreno Blanca 103179 Crossing Guard PT 09/26/03 Resignation Moreno Phillipe J. 103454 Special Employment Counselor II PT 09/13/03 Expiration of Apptmnt Munoz Alejandro A. 00678 Police Officer FT 09/19/03 Service Retirement Naderi Farhad (Fred) 103385 Engineering Intern PT 05/21/03 Dismissal Negrete Octaviano 101439 Senior Program Leader PT 06/30/02 Resignation Nguyen Brandon V. 09139 Tutor PT 10/30/03 Lay-Off Nguyen Thai X. 06694 Tutor PT 10/30/03 Lay-Off Nicely Christopher L. 100332 Police Officer FT 09/02/03 Dismissal Ordaz Agustina G. 102683 Crossing Guard PT 06/20/03 Resignation Paniagua Zenaida L. 03679 Program Coordinator PT 09/24/03 Resignation Paz Manuel 09009 Crossing Guard PT 05/19/03 Resignation Perez Adriana M. 101529 Engineering Intern PT 06/06/03 Resignation Pina Samuel 09951 Parking Control Officer FT 10/20/03 Expiration of Apptmnt Ponce Jr. Max 08380 Program Leader II PT 09/30/99 Quit Quinn Josephine P. 102825 Clerical Aide PT 10/13/03 At Will-Services Not Needed Reyna Zoila E. 09856 Tutor PT 10/30/03 Lay-Off Reynaud Eunice 101183 Tutor PT 02/28/01 Lay-Off Rodriguez Adrianna 03537 Detention Officer FT 09/18/03 Resignation Rosales Melina 101369 Community Center Aide PT 08/15/03 Resignation Rosas Elias 07184 Maintenance Aide II PT 05/25/01 Lay-Off Rupert Connie L. 00100 Crossing Guard PT 02/28/00 Resignation Sanchez Omar A. 102681 Tutor PT 10/30/03 Lay-Off Sandhu Kanwalinder S. 103294 Administrative Intern PT 10/14/03 Resignation Schafer Michael T. 103466 Special Employment Counselor II PT 09/12/03 Expiration of Apptmnt Shaw Cristine L. 09133 Assistant City Attorney (MM) PT 10/10/03 Resignation Silva Sandra 101300 Senior Police Records Specialist FT 09/26/03 Resignation Attachment to October 21, 2008 Obsolete Records Destruction Schedule Listing To Be Purged After October 31, 2008 Last Name First Name Employee Number Classification FT PT PTCS Separation Date Reason Soria Humberto 100132 Animal Keeper I PT 05/19/01 Lay-Off Thibert Richard N. 83932 Fire Engineer FT 02/28/95 Service Retirement Torres Andres 10146 Maintenance Aide II PT 04/20/01 Quit Tran Kimberly L. 102596 Engineering Intern PT 09/17/03 Resignation Valencia Yuri 07644 Program Leader II PT 02/16/00 Resignation Valles Jr. Jose I. 10898 Senior Maintenance Aide I PT 05/05/01 Dismissal Vega Juan 101341 Maintenance Aide II PT 04/13/01 Quit Velarde Gloria 02527 Crossing Guard PT 08/22/01 Resignation Villa Adelma 100341 Program Leader I PT 04/25/01 Quit Villa Nora 06272 Clerical Aide PT 05/25/01 Resignation Villegas Carmen 103806 Crossing Guard PT 10/28/03 Resignation Walz Julia 09042 Animal Keeper I PT 10/22/03 Resignation Wrobel Lyla 01982 Lead Police Records Specialist FT 10/15/03 Service Retirement Yoon Sara 103348 Program Coordinator PT 09/02/03 Resignation Zamudio Jesus M. 09136 Senior Office Specialist FT 10/08/03 Resignation 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/ October 2005 and Materials implementation of recruitments.** prior Bilingual Forms certifying bilingual capabilitiesfer October 2005 and Certification for prior Forms applicants for recruitments which require bilingual capabiliity.* Ethnicity Stubs From employment applications submitted at October 2005 and recruitment time, are kept for outreach prior purposes.* Examination Examination answer sheets completed by October 2005 and Answer Sheets applicants during testing process and other prior testing materials.* Official Eligible Eligible lists signed by City Manager. Lists of October 2005 and Lists individuals placed on an eligible list card for prior hiring purposes (copies only -original signed eligible lists are with recruitment file folder (according to classification title)) *" See attached spreadsheet, dated October 21, 2008, with recruitment files to be purged/digitally imaged. * Will be purged ** Will be digitally imaged PREPARED BY: i~ ~/ ~~ Sus n Wathen for Dat Michael S. Ernandes Personnel Operations Manager CONSENT BY: 6~ Enriqu J A Da Execu Di for Personnel Services Department RECORDS DESTROYED: Number of Boxes APPROVED BY: ;' ,~ Joseph Fletcher - • Date City Attorney 19C-16 Attachment to October 21, 2008 Obsolete Records Destruction Schedule Listing To Be Purged After October 31, 2008 Bulletin Number Classification Date Posted Date Closed Date Eligible List Established 20-04 PTCS Accounting Assistant (PTCS) 09/10/03 10/08/03 11/20/03 46-06 Assistant Librarian/Bilingual-Spanish (PTCS) 10/14/05 10/21/05 N/A-None Qualified 26-06 Communications Services Officer/Bilingual 08/19/05 09/09/05 10/26/05 04-06 Community Preservation Inspector-Bil-Sp or Viet 07/11/05 08/08/05 09/15/05 28-06 Deputy Fire Chief 08/30/05 09/09/05 N/A-Cancelled 90-05 Economic Development Manager 06/01/05 06/30/05 09/02/05 101-05 Firefighter (Probationary) 06/15/05 07/06/05 10/03/05 100-05 Firefighter (Probationary)/Bilingual 06/15/05 07/06/05 10/03/05 22-06 Housing Specialist II/Bilingual-Spanish 08/08/05 09/06/05 09/30/05 23-06 Housing Specialist II/Bilingual-Vietnamese 08/08/05 09/06/05 09/30/05 4-96 Personnel Secretary (UC) 08/03/95 08/18/95 09/20/95 21-06 Police Captain 08/03/05 09/14/05 10/19/05 17-06 Police Officer-Academy Graduate 07/28/05 09/09/05 N/A-Fld Oral 58-05 Police Records Specialist 01/19/05 07/19/05 09/12/05 57-05 Police Records Specialist/Bilingual-Spanish 01/19/05 07/19/05 09/12/05 63-05 Police Recruit 02/14/05 03/25/05 N/A-None Passed 96-05 Police Sergeant 06/03/05 06/30/05 09/23/05 13-06 Police Services Dispatcher-Lateral Transfer 07/20/05 12/09/05 10/07/05 06-06 Senior Accounting Assistant 07/13/05 08/05/05 09/29/05 25-06 Supervising Accountant 08/10/05 08/17/05 10/19/05 43-06 Supervising Buyer 10/03/05 10/10/05 10/20/05 20-06 Systems Technician-GIS 08/05/05 09/07/05 10/05/05 24-06 Workforce S ecialist II/Bilingual 08/15/05 09/12/05 10/05/05 19C-18