2013-014 - Retention Schedule - Laserfiche WebLink

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City of Santa Ana Records Retention Schedule PERSONNEL SERVICES AGENCY Exhibit H RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE RETENTION PERIOD REMARKS CUSTODIAN Life Insurance Employee life insurance enrollment forms EE separation/ 6 years 29 CFR 1620.30- Personnel termination date .32 & WCL, Section Services 3212 Long -Term Disability Employee Long -Term Disability Insurance EE separation/ 6 years 29 CFR 1620.30- Personnel Insurance enrollment forms termination date .32 & WCL, Section Services 3212 ICMA Retiree Health Retiree Health Savings Plan enrollment forms EE separation/ 6 years 29 CFR 1620.30- Personnel Savings Plan termination date .32 & WCL, Section Services 3212 COBRA COBRA enrollment forms, correspondence, EE separation/ 6 years 29 CFR 1620.30- Personnel premium payments termination date .32 & WCL, Section Services 3212 Medical Insurance Employee medical insurance enrollment forms EE separation/ 6 years 29 CFR 1620.30- Personnel termination date .32 & WCL, Section Services 3212 EQUAL EMPLOYMENT Employment and personnel Personnel and employment records, including Record Date 2 years OPPORTUNITY records application forms, records pertaining to COMMISSION (EEOC) promotions, layoffs, terminations, salaries and training Involuntary termination Personnel records of terminated employee Termination Date 2 years EEOC, 29 C.F.R., Personnel Sect.1602.31 Services EQUAL EMPLOYMENT Charge of discrimination Personnel and/or employment records relating Date of record or Until final EEOC, 29 C.F.R., Personnel OPPORTUNITY to the charge, including application forms, personnel action disposition of Sect. 1602.14 and Services COMMISSION (EEOC); records pertaining to promotions, layoffs, complaint + 2 Sect. 1602.31 TITLE VII - CIVIL RIGHTS terminations, salaries and training. Years ACT EQUAL EMPLOYMENT State and Local Copy of EEO-4 Report Report completion 3 years EEOC, 29 C.F.R., Personnel OPPORTUNITY Government Information date Sect. 1602.32 Services COMMISSION (EEOC) Report (EEO-4) State and Local Employment records regarding race, color, Report completion 3 years EEOC, 29 C.F.R., Personnel Government Information national origin or sex date Sect. 1602.30 Services Report (EEO-4) FAIR EMPLOYMENT AND Complaints Personnel and employment records, Date record or 2 years after the FEHA, Title ll, Div Personnel HOUSING ACT (FEHA) memorandums, letters or other records of documentation date of the 3, Part 2.8, Sect. Services complaints or requests received, and responses/ received by employment or 12946; EEOC, 29 actions taken Personnel other action C.F.R., Sec. taken1602.14 HISTORICAL RECORDS Discipline History Forms completed by personnel analysts as a Record Date 3 years' Department defined Personnel record of disciplinary actions taken on Services employees in their assigned department(s). Fitness for duty Copies of letters sent to employees re: need for Letter Date 3 years Department defined Personnel fitness for duty exam. Psychiatrist's Services evaluations/results of fitness for duty exams. 3of9