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Home My WebLink About19C - DESTRUCTION OF OBSOLETE CITY RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 6, 2012 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 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: February 1, 2012 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. 19C-3 Thank you. CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CITY MANAGER'S OFFICE 2012 RECORD RECORD RECORD EXPIRATION CATEGORY SERIES DESCRIPTION DATES Chronological Files Staff Memoranda and Correspondence February 1. 2010 and prior Correspondence/ February 1. Chronological Files Councilmember Self-explanatory 2010 and prior Council Requests Mayor Inquiries processed for Mayor February 1. 2010 and prior Wards 1 through 6 Inquiries processed for Councilmembers February 1. 2010 and prior Correspondence General Correspondence Self-explanatory February 1. 2010 and prior Staff Inquiries processed for Staff February 1. 2010 and prior Monthly Status City Manager Self-explanatory February 1.. Reports 2010 and prior Payroll Records Council/Staff Self-explanatory February 1. 2010 and prior February 1, Travel Folders Council/Staff Self-explanatory 2010 and prior APPROVE: Paul M. Walters Date Interim City Manager RECORDS DESTROYED: Volume in Cubic Feet Weight in Pounds CONSENT: os1 e h Straka D p ate Interim City Attorney AUDITED BY: Mark Lawrence Date Assistant to the City Manager 19C-4 D 07 MEMORANDUM To: Joseph Straka, Interim City Attorney City Attorney's Office From: Edward Raya, Executive Director Personnel Services Agency Date: January 26, 2012 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. r• i 19C-5 Attachment to February 6, 2012 Obsolete Records Destruction Schedule Listing To be Purged after December 31, 2011 FT Employee PT Separation Name Number Classification PTCS Date Acosta, Cecilia G. 02422 Intake Specialist FT 10/05/06 Adams, Kenneth 05129 Assistant Director of Planning and Building (M FT 11/03/06 Alvarado, Richard Y. 09309 Sr. Tutor PT 10/25/06 Alway, Maria P. 104526 Police Services Dispatcher FT 10/12/06 Anderson, Richard C. 01932 Police Property and Evidence Specialist FT 12/30/06 Anderson, Richard S. 08162 Fleet Equipment Technician II FT 12/28/06 Arredondo, Angel 103319 Fire Prevention Assistant PT 12/21/06 Basta, Nader 104530 Engineering Intern PT 10/02/06 Bensley, Ryan 104684 Senior Administrative Intern PT 12/21/06 Boisseranc, Brandon 104514 Police Officer FT 11/08/06 Briones, Roberta M. 00167 Lead Accounting Assistant FT 09/12/06 Brocker, Douglas L. 10894 Fire Captain FT 12/22/06 Candelario, Regan M. 03092 Community Development District Manager FT 10/13/06 Carlson, Bruce R. 12874 Police Captain (RM) FT 09/21/06 Cossios, Esther M. 00318 Senior Office Assistant FT 12/29/06 Craig, Joshua 104362 Detention Officer FT 12/11/06 Dang, Elizabeth A. 00932 Senior Deputy Clerk of the Council PT 09/28/06 Dorsey, Anthony E. 104564 Senior Maintenance Aide I PT 12/29/06 Fernandez, Nora 03610 Library Assistant PT 12/19/06 Flores, Jose A. 07348 Detention Officer FT 12/14/06 Gamboa, Leticia 104499 Senior Program Leader PT 12/17/06 Gaw, John H. 30541 Water Maintenance Crew Leader FT 12/29/06 German, Lina C. 08324 Economic Development Specialist II PTCS 11/03/06 Gomes, Robert J. 04982 Park Maintenance Leader FT 11/02/06 Gomez, Gustavo 06023 Program Leader 11 PT 12/24/06 Gonzales, Jessica M. 103166 Housing Programs Aide PT 09/06/06 Hoyos, Oscar 08339 Detention Officer FT 12/20/06 Kurtz Sr., Walter A. 03589 Detention Officer FT 12/30/06 LaQuay, Josephine A. 51444 Redevelopment Project Manager III FT 12/29/06 Lawrence, Mary E. 104315 Program Leader 1 PT 09/04/06 Lopez, Dulce 104527 Police Services Dispatcher FT 09/12/06 Luna, Cynthia M. 104381 Senior Program Leader PT 09/04/06 Machander, Louis Neal 54216 Program Coordinator PT 12/30/06 Macias, Jose A. 104235 Janitor PT 09/08/06 Madrigal, Osiel R. 101504 Workforce Specialist II FT 12/08/06 Marquez, James 104392 Police Cadet PT 10/12/06 Martinez de Nguyen, Araceli 104424 Senior Clerical Aide PT 12/29/06 Martinez, Diana I. 104639 Senior Administrative Intern PT 09/21/06 Mazariegos, Adam 103190 Program Leader II PT 09/02/06 Mott, Alison 104390 Zoo Keeper Aide FT 10/26/06 Moyer, Loren D. 58655 Fire Captain FT 12/11/06 Navarro, Rosalva 104510 Engineering Intern PT 09/13/06 Perez, Julio C. 104588 Program Leader I PT 10/25/06 19C-6 ttachment to February 6, 2012 Obsolete Records Destruction Schedule Listing o be Purged after December 31, 2011 ame Employee Number Classification FT PT Separation PTCS Date Perez, Raul 09102 Police Evidence and Supply Specialist FT 11/24/06 Perez, Thomas E. 09824 Senior Civil Engineer FT 12/01/06 Rios, Oscar E. 104692 Program Leader I PT 10/25/06 1 Roys, Joyce 104333 Clerical Aide PT 12/14/06 Sandoval Jr., Ray 01220 Senior Program Leader PT 11/04/06 Thomas, Robert C. 104569 Firefighter (Probationary) FT 10/17/06 Trujillo, Martin 104693 Program Leader I PT 11/21/06 Tuason, Jeffrey C. 104229 Engineering Intern PT 12/08/06 Vasquez, Melissa D. 10806 Correctional Records Specialist FT 11/01/06 Whitaker, Patricia C. 00286 Executive Director of Community Dev (EM) FT 12/30/06 Yarbrough, Kenneth R. 96845 Utility Inspector FT 12/29/06 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 ENROLLMENT Dental Insurance Employee dental insurance enrollment forms" EE Separated FORMS December 2006 and (OFFICIAL) prior Flexible Spending, Enrollment forms for flexible spending program" EE Separated Section 125 December 2006 and prior Life Insurance Employee life insurance enrollment forms*" EE Separated December 2006 and prior Long-Term Employee Long-Term Disability Insurance EE Separated Disability enrollment forms" December 2006 and Insurance prior Medical Insurance Employee medical insurance enrollment forms" EE Separated December 2006 and prior EQUAL Employment and Personnel and employment records, including EE Separated EMPLOYMENT personnel records application forms`, records pertaining to December 2006 and OPPORTUNITY promotions", layoffs"*, terminations", salaries*" prior COMMISSION and training* (EEOC) Involuntary Personnel records of terminated employee"* EE Separated termination December 2006 and prior OFFICIAL Certification/ Request for Certification and/or reassignment EE Separated PERSONNEL Reassignment forms which document and authorize hiring, December 2006 and FILES Forms reassignment, or other employee actions.** prior Certificates of Certificates issued to EE which show completion EE Separated Training date of training class(es).* December 2006 and prior Commendation Letters of commendation and/or other EE Separated Letters congratulatory documents received by and/or December 2006 and issued to EE.* prior Disciplinary Memorandums, letters, or other records of EE Separated Actions proposed and/or implemented disciplinary December 2006 and action(s).** prior Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated Medical Releases regarding employee's medical condition.** December 2006 and prior Drug Screen Test Pre-placement and drug screening authorization EE Separated and acknowledgement form(s) and results of December 2006 and drug screening.*" prior 19C-8 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class title, EE Separated PERSONNEL Medical Leave pay rate, hours worked per pay period; additions December 2006 and FILES (FML) to or deductions from wages). Dates (or hours) prior 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 any) EE Separated for hired employees.* December 2006 and prior Medical Leave of Leave of Absence forms used in the EE Separated Absences" documentation of medical leave (including December 2006 and pregnancy leave and Family and Medical prior Leave).** Miscellaneous Documents not specifically mentioned but kept in EE Separated Documents official personnel file.`** December 2006 and prior Notice of Form completed by employee and/or department EE Separated Separation indicating effective date of separation, last day on December 2006 and the job, reason for separation, etc.** prior Oath of Office Form completed and signed by employee EE Separated affirming allegiance to the Constitution of the December 2006 and United States and the Constitution of the State of prior California.* Outside Form submitted by employee for approval for EE Separated Employment employee to be engaged in outside employment.* December 2006 and prior Performance Employee performance evaluation forms EE Separated Evaluations completed by supervisory personnel re December 2006 and employees' accomplishment of their assigned prior duties and responsibilities, etc.* PERS Enrollment Forms to enroll employees in the Public EE Separated Employees' Retirement System (PERS)** December 2006 and prior Pre-Employment Forms completed by employee and medical clinic EE Separated Medical to assess physical capability of employee prior to December 2006 and hiring.** prior Security Check Form completed by Personnel Svcs to request EE Separated Form Police Dept to conduct security check on December 2006 and employee prior to hiring.* prior Special Licenses Special licenses issued to employees from DMV, EE Separated accredited schools, etc., verifying employee December 2006 and meets certain job-related requirements.* prior 19C-9 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES Tuition Copies of applications for training and EE Separated Reimbursement educational assistance which show EE request, December 2006 and Request department head approval, and final disposition prior of request.* OFFICIAL Union Bank Form signed by employee authorizing leave hours EE Separated PERSONNEL Donation Form be donated to the Union Business Leave Bank to December 2006 and FILES be used by union leaders for Union Business.* prior W-4 form Employee's Withholding Allowance Certificate EE Separated completed by EE authorizing employer to withhold December 2006 and Federal income tax from employee's pay and/or prior for indicating exemption.** Please see attached spreadsheet, dated December 31, 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: CONSENT BY: Rosa Flores for Date Edward Raya Executive Director of Personnel Services E ward Raya Date Executive Director of Personnel Services RECORDS DESTROYED: Number of Boxes APPROVED BY: Aose Straka Interim City Attorney Date / 4;/)/,, 19C-10 MEMORANDUM Laura Sheedy To: Assistant City Attorney Date: January 17, 2012 Martha Ramirez From: Commission Secretary Subject: REQUEST FOR DESTRUCTION OF RECORDS The Planning and Building Agency requests consent to destroy city records on the attached listing, in accordance with the retention schedule outlined by City Council Resolution No. 2006-045. Thank you, Martha Ramirez 01/17/2012 Commission Secretary „aJ 7 iv J y . Trevino, AICP 0 Q 7/2012 E cutive Director, Planning and Building Agency 19C-11 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PLANNING & BUILDING AGENCY - PLANNING DEPARMENT 2012 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES CORRESPONDENCE Incoming General Planning Commission and Historic 2008 and Correspondence Resources Commission Prior APPLICATIONS: Development Review Members of a committee representing all 2007 city agencies coordinate site plan review comments Sign Program Mechanism to insure the coordination of 2008 and • Temporary Sign signage within a development site Prior Permits PREPARED BY: Martha am rz-----; January 17, 2012 Commission Secretary CONSENT BY: Jay Trckino January 17, 2012 Executive Director, Planning & Building Agency RECORDS DESTROYED: Three Number of Boxes APPROVED BY: Ci DACE: 19C-12