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 SERIEST RECORD DESCRIPTION RECORD START DATE RETENTION PERIOD REMARKS CUSTODIAN Performance Evaluations Employee performance evaluation forms EE separation/ 5 years 29 CFR 1602.30- Personnel completed by supervisory personnel re termination date .32 & WCLC, Services employees' accomplishment of their assigned Section 3212 duties and responsibilities, etc. Pre -Employment Medical Forms completed by employee and medical EE separation/ 30 Years US OSHA 29 Personnel clinic to assess physical capability of employee termination date CFR 1910.20 Services prior to hiring. Security Check Form Form completed by Personnel Svcs to request EE separation/ 5 years 29 CFR 1602.30- Personnel Police Dept to conduct security check on termination date .32 & WCLC, Services employee prior to hiring. Section 3212 Special Licenses Special licenses issued to employees from EE separation/ 5 years 29 CFR 1602.30- Personnel DMV, accredited schools, etc., verifying termination date .32 & WCLC, Services employee meets certain job -related Section 3212 requirements. Tuition Reimbursement Copies of applications for training and EE separation/ 5 years 29 CFR 1602.30- Personnel Request educational assistance which show EE request, termination date .32 & WCLC, Services department head approval, and final disposition Section 3212 of request. Union Bank Donation Form Form signed by employee authorizing leave EE separation/ 5 years 29 CFR 1602.30- Personnel hours be donated to the Union Business Leave termination date .32 & WCLC, Services Bank to be used by union leaders for Union Section 3212 Business. W-4 form Employee's Withholding Allowance Certificate EE separation/ Permanent 29 CFR 1602.30- Personnel completed by EE authorizing employer to termination date .32 & WCLC, Services withhold Federal income tax from employee's Section 3212 pay and/or for indicating exemption. PAYROLL Employee Kardex File Cards Reference for current and/or separated full/part- EE separation/ Permanent Department defined Personnel time employee information. Note: part-time termination date Services Kardex file cards discontinued as of 7/1/11. Salary Schedules Basic Consolidated Classification/ Permanent Permanent Department defined Personnel Compensation Plans Services PERSONNEL BOARD' Personnel Board Hearing Employee personnel board hearing files. EE separation/ 5 years 29 CFR 1602.30- Personnel Files termination date .32 & WCLC Services Section 3212 RECRUITMENTS Background Materials Materials used in the preparation/ Date recruitment for 2 years Department defined Personnel implementation of recruitments. position is initiated. Services 6of9