HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 6, 2011
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 15i 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 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
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: June 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-2
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 June 1, 2009
and prior
Correspondence/ June 1. 2009
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor June 1, 2009
and prior
Wards 1 through 6 Inquiries processed for Councilmembers June 1. 2009
and prior
Correspondence General Correspondence Self-explanatory June 1, 2009
and prior
Staff Inquiries processed for Staff June 1. 2009
and prior
Monthly Status City Manager Self-explanatory June 1
2009
Reports ,
and prior
Payroll Records Council/Staff Self-explanatory June 1. 2009
and prior
June 1. 2009
Travel Folders Council/Staff Self-explanatory and prior
APPROVE: CONSENT:
Paul M Walters Date Joseph Straka ate
City Manager Interim City Attor y
---------------------------------------------------
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-3
I 1 y 1:? r 19: 34
V
MEMORANDUM
To: Joseph Straka, Interim City Attorney
City Attorney's Office
From: Kathie S. Gonzalez, Executive Director
Personnel Services Department, M24
Date: May 10, 2011
Re: REQUEST FOR DESTRUCTION OF RECORDS
V
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.
a f,
19C-4
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
gnna
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated May
FORMS forms** 2006 and prior
(OFFICIAL)
Flexible Enrollment forms for flexible spending EE Separated May
Spending, program** 2006 and prior
Section 125
Life Insurance Employee life insurance enrollment forms** EE Separated May
2006 and prior
Long-Term Employee Long-Term Disability Insurance EE Separated May
Disability enrollment forms** 2006 and prior
Insurance
Medical Employee medical insurance enrollment EE Separated May
Insurance forms** 2006 and prior
EQUAL Employment and Personnel and employment records, EE Separated May
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 May
termination 2006 and prior
OFFICIAL Certification/ Request for Certification and/or EE Separated May
PERSONNEL Reassignment reassignment forms which document and 2006 and prior
FILES Forms authorize hiring, reassignment, cr other
employee actions.**
Certificates of Certificates issued to EE which show EE Separated May
Training completion date of training class(es).* 2006 and prior
Commendation Letters of commendation and/or other EE Separated May
Letters congratulatory documents received by and/or 2006 and prior
issued to EE.*
Disciplinary Memorandums, letters, or other records of EE Separated May
Actions proposed and/or implemented disciplinary 2006 and prior
action(s).**
Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated May
Medical regarding employee's medical condition.** 2006 and prior
Releases
Drug Screen Pre-placement and drug screening EE Separated May
Test authorization and acknowledgement form(s) 2006 and prior
and results of drug screening.**
19C-5
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Family and Basic employee data (name, address, class EE Separated May
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 May
any) for hired employees.* 2006 and prior
Medical Leave of Leave of Absence forms used in the EE Separated May
Absences** documentation of medical leave (including 2006 and prior
pregnancy leave and Family and Medical
Leave).**
Miscellaneous Documents not specifically mentioned but EE Separated May
Documents kept in official personnel file.*** 2006 and prior
Notice of Form completed by employee and/or EE Separated May
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 May
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 May
Employment employee to be engaged in outside 2006 and prior
_ employment.*
Performance Employee performance evaluation forms EE Separated May
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 May
Enrollment Employees' Retirement System (PERS)** 2006 and prior
Pre-Employment Forms completed by employee and medical EE Separated May
Medical clinic to assess physical capability of 2006 and prior
_ employee prior to hiring.**
Security Check Form completed by Personnel Svcs to EE Separated May
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 May
DMV, accredited schools, etc., verifying 2006 and prior
employee meets certain job-related
_ requirements.*
Tuition Copies of applications for training and EE Separated May
Reimbursement educational assistance which show EE 2006 and prior
Request request, department head approval, and final
disposition of request.*
19C-6
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated May
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 May
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 May 10, 2011, listing personnel files to be purged/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.
CONSENT BY:
Susan Wa hen for Date
Kathie S. Gonzalez
Executive Director of Personnel Services
RECORDS DESTROYED:
Number of Boxes
411 It
Kathie S. Gonzalez Date
Executive Director of Personnel Services
APPROVED BY:
seph traka Date
Interim City Attorney
19C-7
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19C-8
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
20 6
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
RECRUITMENTS Background Materials used in the preparation/ April 2008 and prior
Materials implementation of recruitments.**
Bilingual Forms certifying bilingual capabilitiesfer April 2008 and prior
Certification employees FeGeiViRg biliRgual pay for
Forms applicants for recruitments which require
bilingual capabiliity.*
Ethnicity Stubs From employment applications submitted at April 2008 and prior
recruitment time, are kept for outreach
purposes.*
Examination Examination answer sheets completed by April 2008 and prior
Answer Sheets applicants during testing process and other
testing materials.*
Official Eligible Eligible lists signed by City Manager. Lists of April 2008 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 May 10, 2011, with recruitment files to be purged/digitally imaged.
* Will be purged
** Will be digitally imaged
PREPARED BY:
Susan Wathen for ate
Kathie S. Gonzalez
Executive Director of Personnel Services
CONSENT BY:
l r
Kathie S. Gonzalez bate
Executive Director of Personnel Services
RECORDS DESTROYED:
Number of Boxes
APPROVED BY:
Oterim ep Straka Date
City Attorney
19C-9
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19C-10