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City of Santa Ana PERSONNEL <br />Records Retention Schedule Page I-9 of 1-22 <br /> <br />RECORD RECORD RECORD RETENTION RETENTION REMARKS <br />CATEGORY SERIES DESCRIPTION START DATE PERIOD <br />OFFICIAL Certificates of Training Certificates issued to EE which show EE separation/ 5 years* 29 CFR <br />PERSONNEL FILES completion date of training class(es), termination date 1602.30-.32 & <br />(continued) WCLC Section <br /> 3212 <br /> Commendation Letters Letters of commendation and/or EE separation/ 5 years* 29 CFR <br /> other congratulatory documents termination date 1602.30-.32 & <br /> received by and/or issued to El=. WCLC Section <br /> 3212 <br /> Disciplinary Actions Memorandums, letters, or other EE separation/ 5 yearn* 29 CFR <br /> records of proposed and/or termination date 1602.30-.32& <br /> implemented disciplinary action(s). WCLC Section <br /> 3212 <br /> Doctor's Notes/medical release forms, etc., EE separation/ 30 yrs total; US OSHA 29 <br /> Notes/Medical submitted regarding employee's termination date microfilm and CFR 1910.20 <br /> Releases medical condition, destroy hard copy <br /> after 5 yrs; keep <br /> m/f 25 yrs. <br /> Drug Screen Test Pre-placement and drug screening EE separation/ 30 yrs total; US OSHA 29 <br /> authorization and acknowledgment termination date microfilm and CFR 1910,20 <br />;o form(s) and results of drug destroy hard copy <br />co screening, after 5 yrs; keep <br />o_ m/f 25 yrs. <br />-oz <br />~ p Family and Medical Basic employee data (name, Date FML Microfilm and Federal Family <br />co ~o Leave (FML) address, class title, pay rate, hours requested/is destroy hard copy and Medical <br />--, o worked per pay period; additions to granted to EE after 5 yrs; keep Leave Act of <br />o.% ~ or deductions from wages), m/f25 yrs. 1993 and US <br />~ o OSHA 29 CFR <br /> 1910.20 <br /> <br /> <br />