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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 />LTD Insurance <br />Long -Term Disability (LTD) contract files <br />Expiration Date <br />Permanent <br />Department <br />Personnel <br />Defined <br />Services <br />Medical <br />Medical insurance contract files <br />Expiration Date <br />Permanent <br />Department <br />Personnel <br />Defined <br />Services <br />Flexible Spending Account <br />Flexible Spending Account contract files <br />Expiration Date <br />Permanent <br />Department <br />Personnel <br />Defined <br />Services <br />Employee Assistance <br />Employee Assistance Program contract files <br />Expiration Date <br />Permanent <br />Department <br />Personnel <br />Program (EAP) <br />Defined <br />Services <br />ICMA Retiree Health <br />Retiree Health Savings Plan contract files <br />Expiration Date <br />Permanent <br />Department <br />Personnel <br />Savings Plan <br />Defined <br />Services <br />Public Agency Retirement <br />Supplementary Retirement Plan for 25 POA <br />Expiration Date <br />Permanent <br />Department <br />Personnel <br />System (PARS) <br />reitrees and one POA President <br />Defined <br />Services <br />DEPARTMENT OF TRANS- <br />Random DOT Drug and <br />Records of positive alcohol test results (0.02 or <br />Record Date <br />5 years <br />Procedures for <br />Personnel <br />PORTATION (DOT) <br />Alcohol Testing <br />greater) and positive drug test results. <br />Transportation <br />Services <br />Workplace Drug <br />and Alcohol Testing <br />Programs, Part 40, <br />Section 40.333 <br />Documentation of refusals to take required <br />alcohol and/or drug tests; documentation of <br />follow-up tests and test schedules. <br />Personnel <br />Services <br />Information obtained from previous employers <br />3 years <br />Procedures for <br />Personnel <br />re: drug and alcohol test results of employees <br />Transportation <br />Services <br />Workplace Drug <br />Records pertaining to the inspection, <br />2 years <br />Personnel <br />and Alcohol Testing <br />maintenance, and calibration of EBTs <br />Programs, Part 40, <br />Services <br />Sections 40.333 & <br />40.25 <br />Records of negative and cancelled drug test <br />results, and alcohol test results w/concentration <br />1 year <br />Personnel <br />Services <br />of less than 0.02 <br />EMPLOYMENT <br />Full -/Part -Time Employees <br />U.S. Dept. of Justice Immigration and <br />Date of employment <br />3 years after the <br />Immigration Reform <br />Personnel <br />ELIGIBILITY <br />Naturalization forms completed and signed by <br />date employment <br />and Control Act of <br />Services <br />VERIFICATION <br />EE and reviewed and verified (with necessary <br />begins or 1 year <br />1986, Pub. L. 99- <br />(FORMS 1-9) <br />documentation) by employer representative. <br />after employment <br />603 (8 U.S.C. <br />is terminated, <br />1324a) & WCL, <br />whichever is <br />Section 3212 <br />later. <br />ENROLLMENT FORMS <br />Dental Insurance <br />Employee dental insurance enrollment forms <br />EE separation/ <br />6 years <br />29 CFR 1620.30- <br />Personnel <br />(OFFICIAL) <br />termination date <br />.32 & WCL, Section <br />Services <br />3212 <br />Flexible Spending, Section <br />Enrollment forms for flexible spending program. <br />EE separation/ <br />6 years <br />Personnel <br />125 <br />termination date <br />Services <br />2 of 9 <br />