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City of Santa Ana Records Retention Schedule <br />PERSONNEL SERVICES AGENCY <br />Exhibit H <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD <br />START DATE <br />RETENTION <br />PERIOD <br />REMARKS <br />CUSTODIAN <br />Certificates of Participation <br />Similar to revenue bonds which are used to <br />Bond Issue Date <br />Life of Bond + 2 <br />Department defined <br />Personnel <br />finance things. Our interest is bonds where we <br />Years <br />Services <br />are required to show proof of insurance, and the <br />BICEP bonds which funded claims reserves. <br />Insurance Policies <br />City's liability coverage <br />Permanent <br />Permanent <br />Department defined <br />Personnel <br />Services <br />The City's property coverage <br />Expiration Date <br />2 Years <br />Department defined <br />Personnel <br />Services <br />Workers Compensation Insurance Policies <br />Issue Date <br />25 Years <br />Department defined <br />Personnel <br />Services <br />Liability Claims Against the <br />Non -litigated tort claims filed against the City for <br />Final resolution date <br />2 Years; minors <br />Department defined <br />Personnel <br />City <br />damages to persons or personal property. <br />18th birthday <br />Services <br />plus one year <br />Special Events Insurance <br />A "Special Events" coverage, insures third <br />Issue Date <br />5 years <br />Department defined <br />Personnel <br />parties for use of City property providing liability <br />Services <br />coverage for the City. <br />State of California Annual <br />State report of workers' compensation liabilities. <br />State Filing Date <br />2 Years <br />Department defined <br />Personnel <br />Report <br />Services <br />DMV Drivers' Records <br />DMV Pull -Notice Program <br />Date of employment <br />Until Superseded <br />GC 34090 GC 6254 <br />Personnel <br />Reports <br />(review every 12 <br />(c) VC 1808.1(c) <br />Services <br />months) <br />Inspection Reports <br />Loss Control inspection reports which show <br />Date inspection <br />5 Years <br />CAL OSHA <br />Personnel <br />date, time, and location of safety inspections; <br />conducted <br />Services <br />also identifies hazards. <br />OSHA <br />OSHA Log, Supplementary Record & Annual <br />Date of incident <br />5 years <br />LC 6410; 8 CCR <br />Personnel <br />Summary (Federal & State Cal/OSHA) <br />14300.33 <br />Services <br />29 CFR 1904.2 - <br />1904.6 <br />Accident/illness Reports <br />For Employee Medical Records & Employee <br />Date of incident <br />5 years <br />CAL OSHA <br />Personnel <br />Exposure Records regarding exposure to toxic <br />Services <br />substances or harmful physical agents. <br />Includes Safety Data Sheets (SIDS). Does NOT <br />include: health insurance claims; first aid <br />records of one-time treatments for minor <br />injuries; records of employees who worked less <br />than one (1) year if records are given to <br />employee upon termination. <br />TRAINING <br />AB 1825 Sexual <br />Sign in sheets and associated training materials <br />Class Date <br />5 years <br />Department defined <br />Personnel <br />Harassment Prevention <br />Services <br />Attendance Sign -In Sheets <br />Management and Leadership Training Programs <br />Sign in date <br />2 years <br />Department defined <br />Personnel <br />forms <br />Services <br />8of9 <br />