The URL can be used to link to this page

Home My WebLink About19C - RECORDS DESTRUCTION REQUEST FOR COUNCIL ACTION n CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: APRIL 2, 2012 TITLE: APPROVED ? As Recommended DESTRUCTION OF El Or Amended OBSOLETE CITY RECORDS F-1 Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION 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 it 19C-2 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: April 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. Thank you. yt f' 19C-3 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 April 1. 2010 and prior Correspondence/ April 1 2010 Chronological Files and prior Councilmember Self-explanatory Council Requests Mayor Inquiries processed for Mayor April 1, 2010 and prior Wards 1 through 6 Inquiries processed for Councilmembers April 1. 2010 and prior Correspondence General Correspondence Self-explanatory April 1. 2010 and prior Staff Inquiries processed for Staff April 1, 2010 and prior Monthly Status City Manager Self-explanatory April 1, 20,110 Reports and prior Payroll Records Council/Staff Self-explanatory April 1. 2010 and prior Apri! 1. 2010 Travel Folders Council/Staff Self-explanatory and prior APPROVE: CONSENT: Paul M. Walters Date Jose Straka Date Interim City Manager Interim City Attorney RECORDS DESTROYED: AUDITED BY: Volume Weight Mark Lawrence Date in Cubic Feet in Pounds Exec. Assistant to the City Manager 19C-4 s MEMORANDUM Laura Sheedy To: Assistant City Attorney Date: January 30, 2012 Interim Executive Director From: Community Development Agency Subject: REQUEST FOR DESTRUCTION OF RECORDS The Community Development Agency requests your consent to destroy the city records identified on the attached listing in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you. Nancy T. E ards S C7 J 19C-5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE Community Development Agency 2012 Record Record Category Series Record Description Record Dates Admin Services CDA Reports Audited Agency Financial 1989-2000 statements, Redevelopment Agency Annual Report (Report to State Controller) Back-up paperwork for reports. Admin Services CDA Reports Audited Agency Financial 1990-1996 statements, Redevelopment Agency Annual Report (Report to State Controller) Back-up paperwork for reports. PREPARED BY: CONSENT BY: t `ran Lkf, N Terri Eggers Date Nancy T. Ed ds Date Senior Management Analyst Interim ExecutN16 Director Community Development Agency Community Development Agency RECORDS DESTROYED: APPROVED BY: 3 boxes If Number of boxes Josep Straka Date Interim City Attorney 19C-6 MEMORANDUM Laura Sheedy To: Assistant City Attorney Date: January 30, 2012 Interim Executive Director From: Community Development Agency Subject: REQUEST FOR DESTRUCTION OF RECORDS The Community Development Agency requests your consent to destroy the city records identified on the attached listing in accordance with the retention schedule outlined in City Council Resolution 2006-045. - Thank you. Nancy T. E ards Co 19C-7 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE Community Development Agency 2012 Record Record Category Series Record Description Record Dates HOUSING Loan Files Approved rehab loans (paid off) 2003-2006 and ineligible a lications PREPARED BY: CONSENT BY: d"vo (f4a a Terri Eggers ate Nancy T. Edwar Date Senior Management Analyst Interim Execut a Direcor Community Development Agency Community Development Agency RECORDS DESTROYED: APPROVED BY: 8 boxes Z2 Lt)~ Number of boxes .65sd'ph Straka Date Interim City Attorney 19C-8 f CO wd MEMORANDUM To: Joseph Straka, Interim City Attorney City Attorney's Office From: Edward Raya, Executive Director Personnel Services Agency Date: March 19, 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. 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 EMPLOYMENT Full/Part-Time U.S. Department of Justice Immigration and Hired April 1, 2009 ELIGIBILITY Employees Naturalization forms completed and signed and prior, or ERIFICATION by employee and reviewed and verified (with terminated April 1, (1-9) necessary documentation) by employer 2011 and prior, representative.* whichever is later. * Will be purged PREPARED BY: CONSENT BY: 12± Rosa Flores for Date ward . Ray D ate Edward S. Raya Executive Director of Personnel Services Executive Director of Personnel Services RECORDS DESTROYED: AP VED BY: J Number of Boxes Jose Straka Date Interim City Attorney 19C-10 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/ March 2009 and prior Materials implementation of recruitments.** Bilingual Forms certifying bilingual capabilities fer March 2009 and prior Certification for Forms applicants for recruitments which require bilingual capabiliity.* Ethnicity Stubs From employment applications submitted at March 2009 and prior recruitment time, are kept for outreach purposes.* Examination Examination answer sheets completed by March 2009 and prior Answer Sheets applicants during testing process and other testing materials.* Official Eligible Eligible lists signed by City Manager. Lists of March 2009 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 March 31, 2012, with recruitment files to be purged/digitally imaged. * Will be purged Will be digitally imaged PREPARED BY: CONSENT BY: Rosa Flores for Date E ward S. Ray Date Edward S. Raya Executive Director of Personnel Services Personnel Services RECORDS DESTROYED: APPROVED BY, Number of Boxes ose Straka Date /Interim City Attorney 19C-11 Attachment to April 2, 2012 Obsolete Records Destruction Schedule Listing To Be Purged after March 31, 2012 Bulletin Date Date Date Eligible List If Cancelled, Number Classification Posted Closed Established Date Cancelled 15-09 Public Works Crew Leader 01/26/09 02/06/09 02/25/09 N/A 19C-12 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 March FORMS 2007 and prior (OFFICIAL) Flexible Spending, Enrollment forms for flexible spending program" EE Separated March Section 125 2007 and prior Life Insurance Employee life insurance enrollment forms" EE Separated March 2007 and prior Long-Term Employee Long-Term Disability Insurance EE Separated March Disability enrollment forms" 2007 and prior Insurance Medical Insurance Employee medical insurance enrollment forms" EE Separated March 2007 and prior EQUAL Employment and Personnel and employment records, including EE Separated March EMPLOYMENT personnel records application forms", records pertaining to 2007 and prior OPPORTUNITY promotions", layoffs"", terminations", salaries" COMMISSION and training" (EEOC) Involuntary Personnel records of terminated employee" EE Separated March termination 2007 and prior OFFICIAL Certification/ Request for Certification and/or reassignment EE Separated March PERSONNEL Reassignment forms which document and authorize hiring, 2007 and prior FILES Forms reassignment, or other employee actions." Certificates of Certificates issued to EE which show completion EE Separated March Training date of training class(es)." 2007 and prior Commendation Letters of commendation and/or other EE Separated March Letters congratulatory documents received by and/or 2007 and prior issued to EE." Disciplinary Memorandums, letters, or other records of EE Separated March Actions proposed and/or implemented disciplinary 2007 and prior action(s)."" Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated March Medical Releases regarding employee's medical condition." 2007 and prior Drug Screen Test Pre-placement and drug screening authorization EE Separated March and acknowledgement form(s) and results of 2007 and prior drug screening." 19C-13 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class title, EE Separated March PERSONNEL Medical Leave pay rate, hours worked per pay period; additions 2007 and prior FILES (FML) 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 any) EE Separated March for hired employees.* 2007 and prior Medical Leave of Leave of Absence forms used in the EE Separated March Absences" documentation of medical leave (including 2007 and prior pregnancy leave and Family and Medical Leave).** Miscellaneous Documents not specifically mentioned but kept in EE Separated March Documents official personnel file.*** 2007 and prior Notice of Form completed by employee and/or department EE Separated March Separation indicating effective date of separation, last day on 2007 and prior the job, reason for separation, etc.** Oath of Office Form completed and signed by employee EE Separated March affirming allegiance to the Constitution of the 2007 and prior United States and the Constitution of the State of California.* Outside Form submitted by employee for approval for EE Separated March Employment employee to be engaged in outside employment.* 2007 and prior Performance Employee performance evaluation forms EE Separated March Evaluations completed by supervisory personnel re 2007 and prior employees' accomplishment of their assigned duties and responsibilities, etc.* PERS Enrollment Forms to enroll employees in the Public EE Separated March Employees' Retirement System (PERS)** 2007 and prior Pre-Employment Forms completed by employee and medical clinic EE Separated March Medical to assess physical capability of employee prior to 2007 and prior hiring.** Security Check Form completed by Personnel Svcs to request EE Separated March Form Police Dept to conduct security check on 2007 and prior employee prior to hiring.* Special Licenses Special licenses issued to employees from DMV, EE Separated March accredited schools, etc., verifying employee 2007 and prior meets certain job-related requirements.* 19C-14 PERSONNEL SERVICES DEPARTMENT ~I RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES Tuition Copies of applications for training and EE Separated March Reimbursement educational assistance which show EE request, 2007 and prior Request department head approval, and final disposition of request." OFFICIAL Union Bank Form signed by employee authorizing leave hours EE Separated March PERSONNEL Donation Form be donated to the Union Business Leave Bank to 2007 and prior FILES be used by union leaders for Union Business.` W-4 form Employee's Withholding Allowance Certificate EE Separated March completed by EE authorizing employer to withhold 2007 and prior Federal income tax from employee's pay and/or for indicating exemption." Please see attached spreadsheet, dated March 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 Date Edward Raya Executive Director of Personnel Services Executive Director of Personnel Services RECORDS DESTROYED: APPROVED BY: Number of Boxes osepr6 Straka Date Interim City Attorney 19C-15 i I Attachment to April 2, 2012 Obsolete Records Destruction Schedule Listing To be Purged after March 31, 2012 FT PT Name EE Number Classification PTCS Separation Date Acuna, Fernando 104492 Police Cadet PT 01/18/07 Alba, Alessandro G. 104765 Tutor PT 03/13/07 Alberto, Eddmond 104610 Assistant Engineer 11 FT 01/02/07 Alvarado, Steve 10903 Maintenance Aide I PT 01/05/07 Alvarenga, Carlos D. 104521 Police Cadet PT 03/06/07 Archer, Philip E. 05028 Background Investigator PT 01/05/07 Arias, Caesar J. 104591 Police Officer FT 02/10/07 Avalos, Mario B. 104537 Program Leader Il PT 03/28/07 Baker, Kathleen 104468 Program Leader I PT 03/15/07 Berard Mendez, Michelle 103870 Correctional Officer FT 02/21/07 Brown, Susan L. 00750 Library Assistant PT 03/25/07 Buenafe, Emilyn 101569 Loss Control Analyst (UC) FT 02/02/07 Carlson, Debbie E. 100350 Program Coordinator PT 02/10/07 Cuadra, Nelly R. 102799 Account Clerk I PT 03/30/07 Deverona, Jeannette H. 104592 Program Coordinator PT 02/09/07 Diaz, Luis A. 102817 Program Coordinator PT 01/01/07 Ducker, Douglas 104503 Police Records Specialist FT 03/10/07 Elias, Maria L. 103799 Program Leader [ PT 03/25/07 Estevez, Luis 104183 Senior Management Analyst (UC) FT 02/09/07 Fernandez, Mollie S. 09116 Clerical Assistant PT 02/12/07 Franco, Salvador 104233 Tutor PT 02/11/07 Graves, Harold D. 09248 Police Investigative Specialist PT 02/23/07 Iles, Andrew 104703 Senior Administrative Intern PT 03/29/07 Kaforski, Tony H. 104707 Secretary PT 02/21/07 Leifkes, Rebecca 101564 Housing Programs Analyst PTCS 03/08/07 Lopez, David L. 104822 Police Cadet PT 03/23/07 Lucatero Jr., Juan M. 104771 Firefighter (Probationary) FT 01/23/07 Macias, Rene 104813 Park Maintenance Assistant PT 02/09/07 Menendez, Aldo 101431 Mobile Library Clerk PT 02/01/07 Mills, Justin V. 104839 Senior Maintenance Worker PT 03/18/07 Molina-Espinoza, Carol 10804 Senior Management Analyst (UC) FT 03/02/07 Nava, Martha 09941 Program Leader 11 PT 02/16/07 Nguyen, Danny 104715 Senior Clerical Aide PT 03/22/07 Nguyen, Sandy 104186 Page PT 02/01/07 Ortiz, Leslie J. 104446 Page PT 01/16/07 Ramirez, Lizeth 104536 Assistant Librarian PT 02/17/07 Rico, Andrea 09937 Recreation Program Coordinator FT 02/02/07 Rosales, Raul A. 102822 Library Clerk I PT 02101/07 Salgado-Mora, Rosie A. 10019 Senior Clerical Aide PT 03/13/07 Sanchez, Jacqueline 104425 Police Cadet PT 01/17/07 Smith, Gerald 104652 Program Leader 11 PT 02/09/07 Song, Jin H. 104753 Account Clerk I PT 02/09/07 Soto, Mario 104841 Building Maintenance Technician FT 03/09/07 Sundstrom, Cristina 104796 Senior Office Assistant PTCS 02/12/07 Vu, Chieu T. 04956 Recreation Program Coordinator FT 01/31/07 Waltermire, Salvador R. 06483 Detention Officer FT 03/20/07 Zuniga, Manuel R. 99504 Program Leader II PT 02/15/07 19C-16