HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 3, 2010
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1St 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
19C -2
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: April 20, 2010
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 -3
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2010
RECORD
RECORD
RECORD
EXPIRATION
CATEGORY
SERIES
DESCRIPTION
DATES
Chronological Files
Staff
Memoranda and Correspondence
May 1, 2008
and prior
Correspondence/
May 1, 2008
Chronological Files
Councilmember
Self- explanatory
and prior
Council Requests
Mayor
Inquiries processed for Mayor
May 1, 2008
and prior
Wards 1 through 6
Inquiries processed for Councilmembers
May 1. 2008
and prior
Correspondence
General Correspondence
Self- explanatory
May 17 2008
and prior
Staff
Inquiries processed for Staff
May 17 2008
and prior
Monthly Status
City Manager
Self- explanatory
May 1, 2008
Reports
and prior
Payroll Records
Council /Staff
Self- explanatory
May 1. 2008
and prior
May 1, 2008
Travel Folders
Council /Staff
Self- explanatory
and prior
APPROVE:
David N. Ream Dat6
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
19C -4
CONSENT:
2 (j r) I o
Joseph W. Fletcher Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
-.W At
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Sharon Hennegen
Date: ,k r•(1 19 , 2 (Y.1 (i
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 -5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
FINANCE AND MANAGEMENT SERVICES
(April 2010)
RECORD
RECORD
RECORD
RECORD
CATEGORY
SERIES
DESCRIPTION
DATES
Mar 2007
ACCOUNTS
Cash Requirement
Lists paid invoices by vendor.
and prior
PAYABLE
(AP 50)
Mar 2008
Direct Payment Voucher
Generates payment to City vendor /creditor used in lieu of
and prior
P.O. when item & vendor known.
Petty Cash Receipts
Reimbursements for authorized expenses under $75.00
Mar 2008
and prior
Mar 2008
Purchase Requisition
Agency requests to FMSA to locate best vendor for
and prior
identified goods /items
Travel Request and
Expense Report
Self- explanatory
and prior
Material Release Forms
Order for item directly from City approved vendor list
Mzuub
and prior
Purchase Orders
Authorize purchase of goods or services
and prior
PREPARED BY:
ministrative Services Manager
rchasing Division
RECORDS DESTROYED:
Number of Boxes
19C -6
CONSENT BY:
Date
APPROVED BY:
Joseph Fletcher Dale-
City Attorney
MEMORANDUM
To: Joseph Straka, Assistant City Attorney
City Attorney's Office
From: Michael Ernandes, Personnel Operations Manager
Personnel Services Department, M24
Date: April 21, 2010
Re: REQUEST FOR DESTRUCTION OF RECORDS
The Personnel Services Department requests your consent to destroy city
records on the attached list, in accordance with the retention schedule
outlined in City Council Resolution 2006 -045.
Thank you.
19C -7
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
2006
PERSONNEL SERVICES DEPARTMENT
RECORD
RECORD
RECORD
RECORD
CATEGORY
SERIES
DESCRIPTION
DATES
EMPLOYMENT
Full- /Part -Time
U.S. Dept. of Justice Immigration and
Hired April 1, 2007
ELIGIBILITY
Employees
Naturalization forms completed and signed
and prior, or
VERIFICATION
by EE and reviewed and verified (with
terminated April 1,
(FORMS 1 -9)
necessary documentation) by employer
2009 and prior,
representative.
whichever is later."
*Will be purged
._ l .
a7
Stma for Datq
Michael S. (E ndes, 1�
Personnel Operations Manager
RECORDS DESTROYED:
Number of Boxes
19C -8
CONSENT BY:
Kathie G nzalez Date
Executive Director
Personnel Services Department
APPROVED BY:
�' seph Fletcher Date
J City Attorney
MEMORANDUM
To: Joseph Straka, Assistant City Attorney
City Attorney's Office
From: Michael Ernandes, Personnel Operations Manager
Personnel Services Department, M24
Date: April 8, 2010
Re: REQUEST FOR DESTRUCTION OF RECORDS
The Personnel Services Department requests your consent to destroy city
records on the attached list, in accordance with the retention schedule
outlined in City Council Resolution 2006 -045.
Thank you.
19C -9
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 April
FORMS
forms **
2005 and prior
(OFFICIAL)
Flexible
Enrollment forms for flexible spending
EE Separated April
Spending,
program **
2005 and prior
Section 125
Life Insurance
Employee life insurance enrollment forms **
EE Separated April
2005 and prior
Long -Term
Employee Long -Term Disability Insurance
EE Separated April
Disability
enrollment forms **
2005 and prior
Insurance
Medical
Employee medical insurance enrollment
EE Separated April
Insurance
forms **
2005 and prior
EQUAL
Employment and
Personnel and employment records,
EE Separated April
EMPLOYMENT
personnel
including application forms*, records
2005 and prior
OPPORTUNITY
records
pertaining to promotions *, layoffs *,
COMMISSION
terminations *, salaries* and training*
(EEOC)
Involuntary
Personnel records of terminated employee **
EE Separated April
termination
2005 and prior
OFFICIAL
Certification/
Request for Certification and /or
EE Separated April
PERSONNEL
Reassignment
reassignment forms which document and
2005 and prior
FILES
Forms
authorize hiring, reassignment, or other
employee actions.*
Certificates of
Certificates issued to EE which show
EE Separated April
Training
completion date of training class(es)*
2005 and prior
Commendation
Letters of commendation and /or other
EE Separated April
Letters
congratulatory documents received by and /or
2005 and prior
issued to EE.*
Disciplinary
Memorandums, letters, or other records of
EE Separated April
Actions
proposed and /or implemented disciplinary
2005 and prior
action(s).*
Doctor's Notes/
Notes /medical release forms, etc., submitted
EE Separated April
Medical
regarding employee's medical condition. **
2005 and prior
Releases
Drug Screen
Pre - placement and drug screening
EE Separated April
Test
authorization and acknowledgement form(s)
2005 and prior
and results of drug screening.**
19C -10
PERSONNEL SERVICES DEPARTMENT
RECORD
RECORD
RECORD
RECORD
CATEGORY
SERIES
DESCRIPTION
DATES
OFFICIAL
Family and
Basic employee data (name, address, class
EE Separated April
PERSONNEL
Medical Leave
title, pay rate, hours waked per pay period;
2005 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 April
any) for hired employees.*
2005 and prior
Medical Leave of
Leave of Absence forms used in the
EE Separated April
Absences **
documentation of medical leave (including
2005 and prior
pregnancy leave and Family and Medical
Leave). **
Miscellaneous
Documents not specifically mentioned but
EE Separated April
Documents
kept in official personnel file. * **
2005 and prior
Notice of
Form completed by employee and /or
EE Separated April
Separation
department indicating effective date of
2005 and prior
separation, last day on the job, reason for
separation, etc. **
Oath of Office
Form completed and signed by employee
EE Separated April
affirming allegiance to the Constitution of the
2005 and prior
United States and the Constitution of the
State of California.*
Outside
Form submitted by employee for approval fa
EE Separated April
Employment
employee to be engaged in outside
2005 and prior
employment.*
Performance
Employee performance evaluation forms
EE Separated April
Evaluations
completed by supervisory personnel re
2005 and prior
employees' accomplishment of their
assigned duties and responsibilities, etc.*
PERS
Forms to enroll employees in the Public
EE Separated April
Enrollment
Employees' Retirement System (PERS) **
2005 and prior
Pre - Employment
Forms completed by employee and medical
EE Separated April
Medical
clinic to assess physical capability of
2005 and prior
employee prior to hiring. **
Security Check
Form completed by Personnel Svcs to
EE Separated April
Form
request Police Dept to conduct security
2005 and prior
check on employee prior to hiring.*
Special Licenses
Special licenses issued to employees from
EE Separated April
DMV, accredited schools, etc., verifying
2005 and prior
employee meets certain job - related
_
requirements.*
Tuition
Copies of applications for training and
EE Separated April
Reimbursement
educational assistance which show EE
2005 and prior
Request
request, department head approval, and final
disposition of request.*
19C -11
PERSONNEL SERVICES DEPARTMENT
RECORD
RECORD
RECORD
RECORD
CATEGORY
SERIES
DESCRIPTION
DATES
OFFICIAL
Union Bank
Form signed by employee authorizing leave
EE Separated April
PERSONNEL
Donation Form
hours be donated to the Union Business
2005 and prior
FILES
Leave Bank to be used by union leaders for
Union Business."
W -4 form
Employee's Withholding Allowance
EE Separated April
Certificate completed by EE authorizing
2005 and prior
employer to withhold Federal income tax
from employee's pay and /or for indicating
exemption."
Please see attached spreadsheet, dated April 8, 2010, 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:
Susan Wathen for Date
Michael S. Ernandes,
Personnel Operations Manager
RECORDS DESTROYED:
Number of Boxes
19C -12
athie Gonzalez Date
Executive Director
Personnel Services Department
APPROVED B
Joseph Fletcher
City Attorney
19C -13
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19C -13
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/
April 2007 and prior
Materials
implementation of recruitments.`*
_
Bilingual
Forms certifying bilingual capabilities fer
April 2007 and prior
Certification
bilingual aPA for
employees FeGeiving pay
Forms
applicants for recruitments which require
bilingual capabiliity.*
Ethnicity Stubs
From employment applications submitted at
April 2007 and prior
recruitment time, are kept for outreach
purposes.*
Examination
Examination answer sheets completed by
April 2007 and prior
Answer Sheets
applicants during testing process and other
testing materials.*
Official Eligible
Eligible lists signed by City Manager. Lists of
April 2007 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 April 8, 2010, with recruitment files to be purged /digitally imaged.
* Will be purged
** Will be digitally imaged
PREPARED BY:
(V c_( --�- 4 -� -)a
Susan Wathen for Date
Michael S. Ernandes
Personnel Operations Manager
RECORDS DESTROYED:
Number of Boxes
19C -14
CONSENT BY:
Kathie Gonzalez Date
Executive Director
Personnel Services Department
APPROVED BY:
Joseph Fletcher Date
City Attorney
19C -15
70
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MEMORANDUM
To: Joseph W. Fletcher Date:
City Attorney
From: Raul Godinez II
Executive Director. PWA
April 15, 2010
Subject: DESTRUCTION OF PUBLIC WORKS AGENCY PROJECT FILES FOR 2007 & 2008
The records listed on the attached pages are obsolete according to the City of Santa Ana
Retention Schedule adopted in July 2006 by the City.
Please review this report and return a signed and dated copy of the attached pages,
approving the destruction of these records.
Attachment: 2007 & 2008 Project Purge
cc: Teri Cable, Administrative and Enterprise Services Manager
19C -17
2007 & 2008 Destruction of PWA Project Files
4 -Iq- ��010
Raul Godinez II
Executive Director
Public Works Agency
DESTRUCTION OF THESE RECORDS APPROVED BY:
Date
Joseph Fletcher Date
City Attorney
DESTRUCTION OF THESE RECORDS VERIFIED BY:
Teri Cable Date
Administrative and Enterprise Services Manager
Upon approval 30 "Banker Boxes" will be destroyed.
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