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 Bilingual Certification Forms Forms certifying bilingual capabilities for Current employees - Employees: 5 Department defined Personnel employees receiving bilingual pay and for EE separation/ years; Services applicants for recruitments which require termination date; applicants: 3 bilingual capability. Applicants in years. recruitment - earlier of eligible list expiration date or eligible list abolishment date Eligible List Cards Active and inactive listings of person(s) eligible Earlier of eligible list 15 Years Department defined Personnel for referral to departments to fill vacancies. expiration date or Services eligible list abolishment date Ethnicity Stubs From employment applications submitted at Earlier of date 3 years 29 CFR 1620.30- Personnel recruitment time, kept for outreach purposes. eligible list .32 Services established or date recruitment cancelled. Examination Answer Sheets Examination answer sheets completed by Earlier of date 3 years 29 CFR 1620.30- Personnel applicants during testing process and other eligible list .32 Services testing materials. established or date recruitment cancelled. Examination Files Recruitment examination file folders Official Eligible Lists Eligible lists signed by City Manager. Lists of individuals placed on an eligible list card for hiring purposes (copies only - original signed eligible lists are with recruitment file folder (according to classification title)). Testing Materials Contains historical data, used for testing Date eligible list 3 years Department defined Personnel candidates established Services REIMBURSEMENT Flexible Spending, Section Official records of reimbursement for Flexible Date Received 3 years Department defined Personnel RECORDS 125 Participants Spending, Section 125 participants Services REPORTS Employee Changes, Official monthly reports of medical/dental/life/ End of each month 3 years Department defined Personnel Additions, Deletions In LTD insurance changes, additions, deletions for Services Medical Insurance each employee RISK MANAGEMENT/ Accident/Damage to City Police reports and departmental accident Report completion 5 Years CAL OSHA Personnel LOSS CONTROL Property Report reports date Services Actuarial Studies and Audits Actuarial Audit Study Date 2 Years Department defined Personnel Services 7of9