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City of Santa Ana Records Retention Schedule <br />PERSONNEL SERVICES AGENCY <br />Exhibit H <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD <br />START DATE <br />RETENTION <br />PERIOD <br />REMARKS <br />CUSTODIAN <br />1 11 <br />AIR QUALITY <br />AVR Surveys <br />Average Vehicle Ridership surveys completed <br />Survey Completion <br />3 years <br />SCAQMD ECRP, <br />Personnel <br />Date <br />Rule 2202 <br />Services <br />GC 34090 <br />Approved Employee <br />Annual plan or annual analysis submitted <br />Date of Approval <br />3 years <br />SCAQMD ECRP, <br />Personnel <br />Commute Reduction <br />pursuant to Rule 2202 describing the strategies <br />Rule 2202 <br />Services <br />Program (ECRP) <br />and incentives offered to achieve the City's AVR <br />GC 34090 <br />CCP 338(k) <br />Commuter Services <br />Registration/ payment forms for participation in <br />Registration Date <br />3 years <br />SCAQMD ECRP, <br />Personnel <br />Program <br />the Commuter Services Program. <br />Rule 2202 <br />Services <br />GC 34090 <br />ECRP Incentives: <br />Completed once per month to reimburse <br />Payment Issue Date <br />3 years <br />SCAQMD ECRP, <br />Personnel <br />employees who are registered and who meet <br />Rule 2202 <br />Services <br />Cash Incentive <br />the criteria of Commuter Services Program <br />AB2766 Audit <br />Payment DPV's <br />Plan. <br />Requirements <br />And Supporting <br />Documentation <br />Incentive Program <br />Claim forms and documentation for cash/ prize <br />Date Incentive <br />3 years <br />SCAQMD ECRP, <br />Personnel <br />Components <br />drawing incentives. <br />Issued <br />Rule 2202 <br />Services <br />GC 34090 <br />Marketing Pieces Employee <br />Flyers, bulletins, etc., that make EE aware of <br />Issuance/ Release <br />3 years <br />SCAQMD ECRP, <br />Personnel <br />Outreach Contacts <br />activities involving air quality. <br />Date <br />Rule 2202 <br />Services <br />GC 34090 <br />AMERICANS WITH <br />Complaints/ Requests for <br />Personnel and employment records, <br />Date record or <br />2 years after the <br />FEHA, Title 11, Div <br />Personnel <br />DISABILITIES ACT (ADA) <br />Accommodation <br />memorandums, letters or other records of <br />documentation <br />date of the <br />3, Part 2.8, Sect. <br />Services <br />complaints or requests received, and responses/ <br />received by <br />employment or <br />12946; EEOC, 29 <br />actions taken <br />Personnel <br />other action <br />C.F.R., Sect. <br />taken <br />1602.14 <br />AMERICANS WITH <br />City of Santa Ana ADA <br />Tracking of structural changes required to bring <br />1994 <br />Permanent <br />Americans with <br />Personnel <br />DISABILITIES ACT (ADA), <br />Transition Plan <br />organization into compliance with Title 11 of the <br />Disabilities Act <br />Services <br />TITLE II <br />ADA <br />(ADA), Title II; <br />Section 504, <br />Rehabilitation Act <br />BILLINGS <br />Medical/Dental/Vision/Life/ <br />Medical/Dental/Vision/Life/LTD/Flexible <br />Date Received <br />5 years <br />Department <br />Personnel <br />LTD/Flexible Spending <br />Spending Account and any other insurance <br />Defined <br />Services <br />Account and any other <br />carrier billings <br />Insurance Carrier <br />Unemployment Insurance <br />UI quarterly bills from State of California <br />Department <br />Personnel <br />Employment Development Department, and <br />Defined <br />Services <br />summaries of payments made by the City <br />CONTRACT FILES <br />Dental <br />Dental insurance contract files <br />Expiration Date <br />Permanent <br />Department <br />Personnel <br />Defined <br />Services <br />Life <br />Life insurance contract files <br />Expiration Date <br />Permanent <br />Department <br />Personnel <br />Defined <br />Services <br />1 of 9 <br />