HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 2, 2009
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
/~
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CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1 S` 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
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: January 21, 2009
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.
~_
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19C-2
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2009
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence February 1,
2007 and prior
Correspondence/ February 1,
Chronological Files
Councilmember
Self-explanatory 2007 and prior
Council Requests Mayor Inquiries processed for Mayor February 1,
2007 and prior
Wards 1 through 6 Inquiries processed for Councilmembers February 1,
2007 and prior
Correspondence General Correspondence Self-explanatory February 1,
2007 and prior
Staff Inquiries processed for Staff February 1,
2007 and prior
Monthly Status City Manager Self-explanatory February 1,
Reports 2007 and prior
Payroll Records Council/Staff Self-explanatory February 1,
2007 and prior
APPROVE:
~ U 0
David N. Ream D to
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
c i. L.. ~' ~.e
Joseph W. Fletcher Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-3
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MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Sharon Henne~en
Date: January 5, 2009
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-4
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
FINANCE AND MANAGEMENT SERVICES
(July 2007)
RECORD
CATEGORY RECORD
SERIES RECORD
DESCRIPTION RECORD
DATES
ACCOUNTS
PAYABLE
Travel Reqguest and
Expense F~eport
Self-explanatory ecem er
2006
and prior
PREPARED BY:
~ o~
S aron ennegen ate
dministrative Services Manager
Purchasing Division
CONSENT BY:
Date
RECORDS DESTROYED:
Number of Boxes
APPROVED BY:
'`~' ; ;
Joseph Fletcher Dad
City Attorney
19C-5
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Michael Ernandes, Personnel Operations Manager ~
Personnel Services Department, M24
Date: January 8, 2009
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 sche~dul~`
outlined in City Council Resolution 2006-045.
t
~~
Thank you.
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
ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated
FORMS forms** December 2003 and
(OFFICIAL) rior
Flexible Enrollment forms for flexible spending EE Separated
Spending, program** December 2003 and
Section 125 prior
Life Insurance Employee life insurance enrollment forms** EE Separated
December 2003 and
rior
Long-Term Employee Long-Term Disability Insurance EE Separated
Disability enrollment forms** December 2003 and
Insurance prior
Medical Employee medical insurance enrollment EE Separated
Insurance forms** December 2003 and
rior
EQUAL Employment and Personnel and employment records, EE Separated
EMPLOYMENT personnel including application forms*, records December 2003 and
OPPORTUNITY records pertaining to promotions*, layoffs*, prior
COMMISSION terminations*, salaries* and training*
(EEOC)
Involuntary Personnel records of terminated employee* EE Separated
termination December 2003 and
rior
OFFICIAL Certification/ Request for Certification and/or EE Separated
PERSONNEL Reassignment reassignment forms which document and December 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).* December 2003 and
rior
Commendation Letters of commendation and/or other EE Separated
Letters congratulatory documents received by and/or December 2003 and
issued to EE.* prior
Disciplinary Memorandums, letters, or other records of EE Separated
Actions proposed and/or implemented disciplinary December 2003 and
action(s)* prior
Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated
Medical regarding employee's medical condition.** December 2003 and
Releases prior
Drug Screen Pre-placement and drug screening EE Separated
Test authorization and acknowledgement form(s) December 2003 and
and results of drug screening.** prior
19C-7
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; December 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.* December 2003 and
rior
Medical Leave of Leave of Absence forms used in the EE Separated
Absences** documentation of medical leave (including December 2003 and
pregnancy leave and Family and Medical prior
Leave).**
Miscellaneous Documents not specifically mentioned but EE Separated
Documents kept in official personnel file.**'` December 2003 and
rior
Notice of Form completed by employee and/or EE Separated
Separation department indicating effective date of December 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 December 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 December 2003 and
employment.* prior
Performance Employee performance evaluation forms EE Separated
Evaluations completed by supervisory personnel re December 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)** December 2003 and
rior
Pre-Employment Forms completed by employee and medical EE Separated
Medical clinic to assess physical capability of December 2003 and
employee prior to hiring.** prior
Security Check Form completed by Personnel Svcs to EE Separated
Form request Police Dept to conduct security December 2003 and
check on employee prior to hiring.* prior
Special Licenses Special licenses issued to employees from EE Separated
DMV, accredited schools, etc., verifying December 2003 and
employee meets certain job-related prior
requirements.*
19C-8
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 December 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 December 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 December 2003 and
employer to withhold Federal income tax prior
from employee's pay and/or for indicating
exemption.**
Please see attached spreadsheet, dated January 8, 2009, 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.
~ C ~ ~r I-~-~.9
Susan Wathen for Date
Michael S. Ernandes,
Personnel Operations Manager
RECORDS DESTROYED:
Number of Boxes
CONSENT BY:
~. ~ ~/~
Enriq Iv D e
Exec e ~ ctor
Personnel Services Department
APPROVED BY:
Joseph Fletcher - Date
City Attorney
19C-9
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
2006
PERSON NEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
RECRUITMENTS Background Materials used in the preparation/ December 2005 and
Materials implementation of recruitments."'` prior
Bilingual Forms certifying bilingual capabilities#er December 2005 and
rtifi
ation
C for rior
e
c p
Forms applicants for recruitments which require
bilingual capabiliity.*
Ethnicity Stubs From employment applications submitted at December 2005 and
recruitment time, are kept for outreach prior
purposes.*
Examination Examination answer sheets completed by December 2005 and
Answer Sheets applicants during testing process and other prior
testing materials.*
Official Eligible Eligible lists signed by City Manager. Lists of December 2005 and
Lists individuals placed on an eligible list card for prior
hiring purposes (copies only- original signed
eligible lists are with recruitment file folc~r
(according to classification title))'`*
See attached spreadsheet, dated January 8, 2009, 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:
- ~ ~ ,~ ~vy
nrique A a Date
Execut' Di r
Personnel Services Department
APPROVED BY:
Joseph Fletcher - ' Date
City Attorney ,
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