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Home My WebLink About19C - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 3, 2011 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1s` 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 19C-2 Fr! a1 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: October 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 October 1, 2009 and prior Correspondence/ October 1. Chronological Files Councilmember Self-explanatory 2009 and prior Council Requests Mayor Inquiries processed for Mayor October 1. 2009 and prior Wards 1 through 6 Inquiries processed for Councilmembers October 1. 2009 and prior Correspondence General Correspondence Self-explanatory October 1, 2009 and prior Staff Inquiries processed for Staff October 1. 2009 and prior Monthly Status City Manager Self-explanatory October 1. Reports 2009 and prior Payroll Records Council/Staff Self-explanatory October 1. 2009 and prior October 1. Travel Folders Council/Staff Self-explanatory 2009 and prior APPROVE: Paul M. Walters City Manager RECORDS DESTROYED: Date Volume in Cubic Feet Weight in Pounds CONSENT: 4aC,Ael;?:- AVJOO Joseph Straka ate Interim City Attor AUDITED BY: Mark Lawrence Date Assistant to the City Manager 19C-4 C, - r,- MEMORANDUM To: Joseph Straka, Interim City Attorney City Attorney's Office From: Kathie S. Gonzalez, Executive Director Personnel Services Agency Date: August 30, 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. of r_1 19C-5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 9nna PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated August FORMS forms** 2006 and prior (OFFICIAL) Flexible Enrollment forms for flexible spending EE Separated August Spending, program** 2006 and prior Section 125 Life Insurance Employee life insurance enrollment forms** EE Separated August 2006 and prior Long-Term Employee Long-Term Disability Insurance EE Separated August Disability enrollment forms** 2006 and prior Insurance Medical Employee medical insurance enrollment EE Separated August Insurance forms** 2006 and prior EQUAL Employment and Personnel and employment records, EE Separated August 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 August termination 2006 and prior OFFICIAL Certification/ Request for Certification and/or EE Separated August 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 August Training completion date of training class(es).* 2006 and prior Commendation Letters of commendation and/or other EE Separated August Letters congratulatory documents received by and/or 2006 and prior issued to EE.* Disciplinary Memorandums, letters, or other records of EE Separated August Actions proposed and/or implemented disciplinary 2006 and prior action(s).** Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated August Medical regarding employee's medical condition.** 2006 and prior Releases Drug Screen Pre-placement and drug screening EE Separated August Test authorization and acknowledgement form(s) 2006 and prior and results of drug screening.** 19C-6 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class EE Separated August 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 August any) for hired employees.* 2006 and prior Medical Leave of Leave of Absence forms used in the EE Separated August Absences** documentation of medical leave (including 2006 and prior pregnancy leave and Family and Medical Leave).** Miscellaneous Documents not specifically mentioned but EE Separated August Documents kept in official personnel file.*** 2006 and prior Notice of Form completed by employee and/or EE Separated August 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 August 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 August Employment employee to be engaged in outside 2006 and prior employment.* Performance Employee performance evaluation forms EE Separated August 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 August Enrollment Employees' Retirement System (PERS)** 2006 and prior Pre-Employment Forms completed by employee and medical EE Separated August Medical clinic to assess physical capability of 2006 and prior employee prior to hiring.** Security Check Form completed by Personnel Svcs to EE Separated August 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 August DMV, accredited schools, etc., verifying 2006 and prior employee meets certain job-related requirements.* Tuition Copies of applications for training and EE Separated August Reimbursement educational assistance which show EE 2006 and prior Request r equest, department head approval, and final d isposition of request.* 19C-7 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated August 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 August 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 August 30, 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. 7 1 -: 1 Rosa Flores for Date Kathie S. Gonzalez Executive Director of Personnel Services RECORDS DESTROYED: Number of Boxes CONSENT BY: I' ` t Kathie S. Gonzalez Date Executive Director of Personnel Services D BY: Josgoh Straka Interim City Attorney C? ///,/z 0 Date 19C-8 Attachment to August 30, 2011 Obsolete Records Destruction Schedule Listing To be purged after September 30, 2011 Employee FT PT Separation Name Number Classification PTCS Date Aguirre, Eliana 104618 Program Leader II PT 08/25/06 Iva, Melissa S. 09829 Economic Development Specialist I FT 06/23/06 duri, Megan E. 104413 Program Coordinator PT 07/10/06 ciniega, Cynthia V. 102952 Tutor PT 08/14/06 Avila, Bonier 104561 Program Leader I PT 08/10/06 you, Scott A. 00087 General Maintenance Worker FT 06/15/0 Baker, Estella M. 06223 Detention Officer FT 06/30/06 arajas, Marco A. 104630 ] Maintenance Aide II PT 08/07/06 arcientos, David J. 09216 Program Leader II PT 06/29/06 etancourt, Emiliano 104690 Program Leader II PT 08/21/0 Cardona, Ruby 10925 Program Leader II PT 06/30/06 eniceros, Juddy 104495 Senior Administrative Intern PT 06/22/06 Blaney, Robert W. 17986 Forensic Ballistics Technician PT 06/28/06 Dodge, Robyn L. 100102 Administrative Intern PT 07/17/06 Dolan, Daniel 102615 Rangemaster FT 08/17/06 Eldridge, Mark T. 104433 Maintenance Aide II PT 06/25/06 Eldridge, Thomas W. 103323 Administrative Aide PT 08/17/0 rcoa, Omar A. 104157 Engineering Intern PT 06/09/06 Ferguson, Jonathan H. 104643 Program Coordinator PT 08/25/06 Fletcher, Daniel V. 104524 Senior Clerical Aide PT 08/16/0 ranssen, Todd 104292 Detention Officer FT 08/11/0 Frazee, Jacqueline P. 08217 Detention Officer FT 06/23/06 Fuentes, Richard 104327 Senior Administrative Intern PT 07/07/06 alvez, Aura E. 06318 Mobile Library Clerk PT 06/14/06 Grant, Connie 101299 Detention Officer FT 06/26/0 Harding, Sarah 104411 Administrative Intern PT 08/15/06 ibbison, Haydee 06165 Fire Communications Operator PT 08/31/0 Ibarra, Elizabeth 102772 Personnel Secretary (UC) FT 07/21/06 nighten, Nicole N. 104418 Management Intern-Budget PT 07/18/06 Labadie, Brian 104484 Administrative Intem PT 06/06/06 Le, Viet Quoc 104685 Senior Administrative Intern PT 08/29/06 Leon Jr., Roberto 07695 Community Center Aide PT 06/30/06 Lomeli, Mario 104606 Assistant Engineer I FT 07/14/06 Lopez, Christina 09883 Program Leader II PT 08/25/06 Lopez, Noemi M. 101688 Senior Program Leader PT 06/23/0 Lovato, Christopher A. 104562 Maintenance Aide 11 PT 08/10/06 Madrid, James G. 04547 Custodian FT 07/17/06 Mai, Thach A. 10301 Page PT 08/05/06 Manis, William R. 1 02625 Economic Development Specialist III FT 08/31/06 ata, Gerardo M. 5 5062 P olice Sergeant F T 07/21/06 McCarthy, M. Annette 0 0120 P olice Services Dispatcher F T 07/28/06 Medina, Armando 1 0955 P rogram Leader II P T 07/13/06 19?-V Attachment to August 30, 2011 Obsolete Records Destruction Schedule Listing To be purged after September 30, 2011 Employee FF PT Separation Name Number Classification PTCS Date iramontes, Hector 104534 Senior Clerical Aide PT 06/30/0 Moeller, Olivia 00127 Senior Office Assistant FT 06/16/0 aea, Taugata F. 08132 Maintenance Aide II PT 07/17/06 Nguyen, Jane N. 102056 Senior Administrative Intern PT 06/29/06 Nielsen, Eric C. 104318 Program Leader I PT 07/10/06 rozco, Lizbeth 104444 Page PT 06/16/0 Padilla, Magdalena 104469 Program Leader I PT 07/10/0 arral, Jess M. 102811 Maintenance Aide II PT 06/14/0 Peregrino, Eduardo 103419 Program Leader I PT 08/25/06 Perez, Adriana 104651 Program Leader 11 PT 08/25/06 Perez, Margarita A. 104432 Customer Service Representative FT 06/06/06 uijano, Karla 10527 Clerical Aide PT 06/28/06 adziuk, Sonya 01167 Senior Parking Control Officer FT 07/02/0 Rivera, David M. 104298 Clerical Aide PT 08/25/06 Sanchez, Oscar P. 01394 Police Officer FT 06/30/0 Sandoval, Rachel 104192 Librarian FT 07/14/06 Sebastian, Maurice S. 104474 Senior Personnel Analyst (UC) PT 07/28/0 anthasiri, Theresa 104596 Engineering Intern PT 08/25/0 egeler Jr., William 83624 Police Lieutenant (RM) FT 06/02/06 hanthasiri, Theresa 104596 Engineering Intern PT 08/25/06 Torres, Juana 103345 Sr. Administrative Intern PT 08/04/0 Torres, Paola 104472 Senior Administrative Intern PT 07/12/06 Tsai, Dowling 01809 Senior Civil Engineer PT 07/26/0 Valdez, Humberto 104426 Police Cadet PT 08/20/06 Vargas, Kenneth M. 05879 Detention Manager (AM) FT 08/01/0 Vazquez, Adolfo 103337 Senior Office Assistant FT 06/23/06 Vu, Ha Son 04730 Community Center Aide PT 08/10/06 Ward, Mykaela 104655 Program Leader II PT 08/25/0 Washington, A'lana L. 104416 Program Leader II PT 08/25/06 einmann, Paul A. 102627 Mail Clerk/Messenger FT 07/14/06 Yang, Rosalyn Y. 103936 Program Coordinator PT 07/10/0 Zamora, Steven 104656 Senior Administrative Intern PT 08/18/06 embrzuski, Richard A. 09170 Police Officer FT 08/31/06 iegler, Brittany M. 104519 Police Recruit FT 07/27/06 19 C40 2 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/ August 2008 and Materials implementation of recruitments.** prior Bilingual Forms certifying bilingual capabilities fer August 2008 and Certification employees FeGeiviRg bilingual pay a for prior Forms applicants for recruitments which require bilingual capabiliity.* Ethnicity Stubs From employment applications submitted at August 2008 and recruitment time, are kept for outreach prior purposes.* Examination Examination answer sheets completed by August 2008 and Answer Sheets applicants during testing process and other prior testing materials.* Official Eligible Eligible lists signed by City Manager. Lists of August 2008 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 August 30, 2011, with recruitment files to be purged/digitally imaged. * Will be purged ** Will be digitally imaged PREPARED BY: Rosa Flores 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: J sep traka Date (_,,--'Interim City Attorney 19C-11 Attachment to August 30, 2011 Obsolete Records Destruction Schedule Listing To Be Purged after September 30, 2011 Bulletin Number Classification Date Posted Date Closed Date Eligible List Established I Cancelled, Date Canceled 76-08 Assistant Buyer 04/28/08 05/27/08 N/A-Rcrtmnt Cncld 07/07/08 75-08 Assistant Traffic Operations Engineer 04/21/08 05/23/08 06/27/08 N/A 80-08 Deputy Fire Chief (RM) 05/19/08 06/06108 06/26/08 N/A 14-09 Facilities Maintenance Superintendent (MM) 07/15/08 07/22/08 07/24/08 N/A 82-08 Housing Specialist I/Bilingual-Spanish 05/20/08 06/12/08 N/A-Rcrtmnt Cncld 07/07/08 83-08 Housing Specialist I/Bilingual-Vietnamese 05/20/08 06/12/08 N/A-Rcrtmnt Cncld 07/07/08 81-08 Lead Accounting Assistant 05/15/08 05/29/08 06/25/08 N/A 66-08 Payroll Technician (LIC) 03/17/08 04/14/08 06/05/08 N/A 02-09 Police Recruit 07/01/08 07/03/08 N/A-No Applicants N/A 48-08 Police Services Dispatcher 11/28/07 07/02/08 07/17/08 N/A 77-08 Public Works Crew Leader 04/30/08 05/14/08 06/12/08 N/A 74-08 Recreation Leader/Bilingual-Spanish 04/21/08 05/09/08 06/02/08 N/A 78-08 Redevelopment Project Manager 1 05/06/08 05/20/08 06/16/08 N/A 11 -12