2013-014 - Retention Schedule - Laserfiche WebLink

Home Browse Search

City of Santa Ana Records Retention Schedule PERSONNEL SERVICES AGENCY Exhibit H RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE RETENTION PERIOD I REMARKS CUSTODIAN Layoffs Notes/background documentation of layoff Layoff Date 3 years Department defined Personnel actions Services JOB BULLETINS Master Copies Originals of master copies of job bulletins Post Date Permanent Department defined Personnel Services Historical Files Includes job bulletins, past and present. Bulletin Date Permanent Department defined Personnel Services JOB SPECIFICATIONS Classification/ Basis for salary rates, job descriptions Date study 10 years Department defined Personnel Compensation Study completed Services Records Full -Time Positions Historical collection of job descriptions as Date job Ongoing; when Department defined Personnel changed over time for City of Santa Ana full-time classification deleted class is deleted Services job classifications. records are segregated and may be microfilmed. League of Cities Benchmark Preparation files and final copies for League of Survey Completion Two years Department defined Personnel and Benefits Survey Cities. Date Services Part-time/ Temporary Background material and final job description for Date job Permanent Department defined Personnel Positions all part-time and seasonal positions classification deleted Services OFFICIAL PERSONNEL Certification/ Reassignment Request for Certification and/or reassignment EE separation/ 5 years 29 CFR 1602.30- Personnel FILES' Forms forms which document and authorize hiring, termination date .32 & WCLC, Services reassignment, or other employee actions. Section 3212 Certificates of Training Certificates issued to EE which show completion EE separation/ date of training class(es). termination date Commendation Letters Letters of commendation and/or other EE separation/ congratulatory documents received by and/or termination date issued to EE. Disciplinary Actions Memorandums, letters, or other records of EE separation/ proposed and/or implemented disciplinary termination date action(s). Employee Medical and Notes/medical release forms, etc., submitted EE separation/ 30 years US OSHA 29 CFR Personnel Exposure Records regarding employee's medical condition. termination date 1910.20; CAL Services OSHA Title 8 Drug Screen Test Pre -placement and drug screening authorization EE separation/ 30 years US OSHA 29 CFR Personnel and acknowledgement form(s) and results of termination date 1910.20 Services drug screening. 4of9