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 Family and Medical Leave Basic employee data (name, address, class title, Date FML 3 years Federal Family and Personnel (FML) pay rate, hours worked per pay period; additions requested/is granted Medical Leave Act Services to or deductions from wages) .Dates (or hours) to EE of 1993 29 FML designated/ taken; FML notices given to CFR 825.500 GC employer by employee; documents from 12946 employer describing FML policies; records of premium payments of employee benefits; records of any disputed confidential files: records/documents relating to medical certifications. Grievances (closed) Files containing EE's, group of employees', or EE separation/ 5 years 29 CFR 1602.30- Personnel the Union's timely complaint as defined in the termination date .32 & WCLC Services MOU. Section 3212 I.D. Form Form completed by new employees providing EE separation/ 5 years Personnel identifying information used to process Santa termination date Services Ana Police Dept. records check. Job Application Applications for employment and resumes (if EE separation/ 5 years Personnel any) for hired employees. termination date Services Medical Leave of Leave of Absence forms used in the EE separation/ 3 Years 29 CFR 825.500 Personnel Absences— documentation of medical leave (including termination date Services pregnancy leave and Family and Medical Leave). Miscellaneous Documents Documents not specifically mentioned but kept EE separation/ If medical- Medical related - Personnel in official personnel file. termination date related, 30 yrs; US OSHA 29 CFR Services non -medical, 5 1910.20; non - years medical related - 29 CFR 1602.30-.32 & WCLC, Section 3212 Notice of Separation Form completed by employee and/or EE separation/ 5 years 29 CFR 1602.30- Personnel department indicating effective date of termination date .32 & WCLC, Services separation, last day on the job, reason for Section 3212 separation, etc. Oath of Office Form completed and signed by employee EE separation/ 5 years 29 CFR 1602.30- Personnel affirming allegiance to the Constitution of the termination date .32 & WCLC, Services United States and the Constitution of the State Section 3212 of California. Outside Employment Form submitted by employee for approval for EE separation/ 5 years 29 CFR 1602.30- Personnel employee to be engaged in outside termination date .32 & WCLC, Services employment. Section 3212 5of9