HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 7, 2011
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 15t 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 513 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
t,
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
7611 24 Pik [,iz to
C1fS, _
P w
CL ErE
From: Mark Lawrence, Executive Assistant to the City Manager
Date: February 1, 2011
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
2011
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence February1,
2009 and prior
Correspondence/ February1,
Chronological Files
Councilmember
Self-explanatory 2009 and prior
Council Requests Mayor Inquiries processed for Mayor February1,
2009 and prior
Wards 1 through 6 Inquiries processed for Councilmembers February1,
2009 and prior
Correspondence General Correspondence Self-explanatory February1,
2009 and prior
Staff Inquiries processed for Staff February1,
2009 and prior
Monthly Status City Manager Self-explanatory February1,
Reports 2009 and prior
Payroll Records Council/Staff Self-explanatory February1,
2009 and prior
February1,
Travel Folders Council/Staff Self-explanatory 2009 and prior
APPROVE:
David N. Ream Date
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
4 For. Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-4
MEMORANDUM
isa Storck
To: ?' Assistant City Attorney 4,90( A Date: January 12, 2011
-Tvofn-> Deputy City Manager for Development Services
vl- Community Development Agency
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency requests your consent to destroy city records
on the attached listing, in accordance with the retention schedule outlined in City
Council Resolution 98-088.
Cynthia J. Nels
19C-5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
2011
Record Record
Category Series Record Description Record Dates
HOUSING Applications Purged Applications from Waiting Jan - Dec 2007
AUTHORITY List 21 boxes
HOUSING Vouchers Expired Housing Choice Vouchers Jan - Dec 2007
AUTHORITY 4 boxes
HOUSING Tenant Files Terminated Tenant Files Jan - Dec 2007
AUTHORITY 68 boxes
HOUSING FSS Files Terminated FSS Files (8 boxes) 2006 - 2007
AUTHORITY
PREPARED BY:
Terri Eggers Date
Senior Manageme t nalyst
Community Development Agency
RECORDS DESTROYED:
101 boxes
Number of boxes
CONSENT BY:
C nthia J. son Date
Deputy City Manager for Development Services
Community Development Agency
APPROVED BY:
ez, t IA2
r Joseph Straka ate
Interim City Attorney
19C-6
19C-7
MEMORANDUM
To: Joseph Straka, Interim City Attorney
City Attorney's Office
From: Kathie S. Gonzalez, Executive Director
Personnel Services Department, M24
Date: January 25, 2011
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-8
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
2006
PERSON NEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated Jan
FORMS forms** 2006 and prior
(OFFICIAL)
Flexible Enrollment forms for flexible spending EE Separated Jan
Spending, program** 2006 and prior
Section 125
Life Insurance Employee life insurance enrollment forms*" EE Separated Jan
2006 and prior
Long-Term Employee Long-Term Disability Insurance EE Separated Jan
Disability enrollment forms*" 2006 and prior
Insurance
Medical Employee medical insurance enrollment EE Separated Jan
Insurance forms** 2006 and prior
EQUAL Employment and Personnel and employment records, EE Separated Jan
EMPLOYMENT personnel including application forms*, records 2006 and prior
OPPORTUNITY records pertaining to promotions**, layoffs**,
COMMISSION terminations**, salaries** and training*
(EEOC)
Involuntary Personnel records of terminated employee** EE Separated Jan
termination 2006 and prior
OFFICIAL Certification/ Request for Certification and/or EE Separated Jan
PERSONNEL Reassignment reassignment forms which document and 2006 and prior
FILES Forms authorize hiring, reassignment, or other
employee actions.**
Certificates of Certificates issued to EE which show EE Separated Jan
Training completion date of training class(es).* 2006 and prior
Commendation Letters of commendation and/or other EE Separated Jan
Letters congratulatory documents received by and/or 2006 and prior
issued to EE.*
Disciplinary Memorandums, letters, or other records of EE Separated Jan
Actions proposed and/or implemented disciplinary 2006 and prior
action(s).**
Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated Jan
Medical regarding employee's medical condition.** 2006 and prior
Releases
Drug Screen Pre-placement and drug screening EE Separated Jan
Test authorization and acknowledgement form(s) 2006 and prior
and results of drug screening.**
19C-9
PERSON NEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Family and Basic employee data (name, address, class EE Separated Jan
PERSONNEL Medical Leave title, pay rate, hours worked per pay period; 2006 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 Jan
any) for hired employees.* 2006 and prior
Medical Leave of Leave of Absence forms used in the EE Separated Jan
Absences** documentation of medical leave (including 2006 and prior
pregnancy leave and Family and Medical
Leave).**
Miscellaneous Documents not specifically mentioned but EE Separated Jan
Documents kept in official personnel file.*** 2006 and prior
Notice of Form completed by employee and/or EE Separated Jan
Separation department indicating effective date of 2006 and prior
separation, last day on the job, reason for
separation, etc.**
Oath of Office Form completed and signed by employee EE Separated Jan
affirming allegiance to the Constitution of the 2006 and prior
United States and the Constitution of the
State of California.*
Outside Form submitted by employee for approval for EE Separated Jan
Employment employee to be engaged in outside 2006 and prior
employment.*
Performance Employee performance evaluation forms EE Separated Jan
Evaluations completed by supervisory personnel re 2006 and prior
employees' accomplishment of their
assigned duties and responsibilities, etc.*
PERS Forms to enroll employees in the Public EE Separated Jan
Enrollment Employees' Retirement System (PERS)** 2006 and prior
Pre-Employment Forms completed by employee and medical EE Separated Jan
Medical clinic to assess physical capability of 2006 and prior
employee prior to hiring.**
Security Check Form completed by Personnel Svcs to EE Separated Jan
Form request Police Dept to conduct security 2006 and prior
check on employee prior to hiring.*
Special Licenses Special licenses issued to employees from EE Separated Jan
DMV, accredited schools, etc., verifying 2006 and prior
employee meets certain job-related
requirements.*
Tuition Copies of applications for training and EE Separated Jan
Reimbursement educational assistance which show EE 2006 and prior
Request request, department head approval, and final
disposition of request.*
19C-10
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated Jan
PERSONNEL Donation Form hours be donated to the Union Business 2006 and prior
FILES Leave Bank to be used by union leaders for
Union Business.*
W-4 form Employee's Withholding Allowance EE Separated Jan
Certificate completed by EE authorizing 2006 and prior
employer to withhold Federal income tax
from employee's pay and/or for indicating
exemption."
Please see attached spreadsheet, dated January 25, 2011, 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:
Susan Wathen for Date
Kathie S. Gonzalez
Executive Director of Personnel Services
CONSENT BY:
Kathie S. Gonzalez Date
Executive Director of Personnel Services
RECORDS DESTROYED:
Number of Boxes
APPROVED B
Oeph Straka Date
nterim City Attorney
19C-11
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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/ January 2008 and
Materials implementation of recruitments.** prior
Bilingual Forms certifying bilingual capabilitiesfer January 2008 and
Certification ees "°^°^^^^ bilin
ual
a
pmY lo
pAf i
Forms y
g
p
y a
or
applicants for recruitments which require pr
or
bilingual capabiliity.*
Ethnicity Stubs From employment applications submitted at January 2008 and
recruitment time, are kept for outreach prior
purposes.*
Examination Examination answer sheets completed by January 2008 and
Answer Sheets applicants during testing process and other prior
testing materials.*
Official Eligible Eligible lists signed by City Manager. Lists of January 2008 and
Lists individuals placed on an eligible list card for prior
hiring purposes (copies only - original signed
eligible lists are with recruitment file folcbr
(according to classification title)).**
See attached spreadsheet, dated January 25, 2011, with recruitment files to be purged/digitally
imaged.
* Will be purged
** Will be digitally imaged
PREPARED BY:
Susan Wathen for Date
Kathie S. Gonzalez
Executive Director of Personnel Services
RECORDS DESTROYED:
Number of Boxes
CONSENT BY:
Kathie S. Gonzalez Date
Executive Director of Personnel Services
APPROVED BY:
sep Straka Date
Interim City Attorney
19C-14
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