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City of Santa Ana <br />Records Retention Schedule <br /> <br />PERSONNEL <br /> <br />Resolution 98-088 <br />Page 1-13 of 1-22 <br /> <br />RECORD RECORD RECORD RETENTION RETENTION REMARKS <br />CATEGORY SERIES DESCRIPTION START DATE PERIOD <br />OFFICIAL Union Bank Donation Form signed by employee EE separation/ 5 yrs* 29 CFR <br />PERSONNEL FILES Form authorizing leave hours be donated termination date 1602.30-.32 & <br />(continued) to the Union Business Leave Bank to WCLC Section <br /> be used by union leaders for Union 3212 <br /> Business. <br /> W-4 form Employee's Withholding Allowance EE separation/ Microfilm and 29 CFR <br /> Certificate completed by EE termination date destroy hard copy 1602.30-.32 & <br /> authorizing employer to withhold after 5 yrs*; keep WCLC Section <br /> Federal income tax from employee's m/f permanent. 3212 <br /> pay and/or for indicating exemption. <br />PAYROLL Employee Kardex File Reference for current and/or EE separation/ Microfilm and Department <br /> Cards separated full/part-time employee termination date destroy hard copy defined <br /> information (pay, address, Occ after 5 yrs; keep <br /> codes, etc.) arranged alphabetically m/f permanent. <br /> by employee's last name (current <br /> employee Kardex cards also <br /> arranged in card trays by dept., then <br /> alpha by EE name). <br /> Salary Schedules Basic Consolidated Classification/ Permanent Microfilm and Depadment <br /> Compensation Plans destroy hard copy defined <br /> after 5 yrs; keep <br /> m/f permanent. <br />PERSONNEL BOARD Attendance Records Attendance records of personnel End of calendar 2 years Department <br /> board members used for payroll year defined <br /> purposes, arranged in chronological <br /> order. <br /> <br /> <br />