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Home My WebLink About19C - RECORDS DESTRUCTIONREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 4, 2008 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS ~~~. ~~~ CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1ST Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For CONTINUED TO FILE NUMBER Approve the requests for the destruction of obsolete records from various City departments in accordance with the retention schedule outlined in City Council Resolution 2006-045. DISCUSSION On July 3, 2006, the City Council approved a resolution outlining the records retention schedule for the agencies, departments, and offices of the City. City records are governed by the Public Records Act which provides the time in which records need to be kept. The Citywide Records Team compiled the Citywide Records Retention Schedule which sets forth the retention period for a particular record. The Municipal Code requires that the destruction of a City record be approved by the City Attorney. In accordance with Section 5B of the Citywide Records Retention Schedule Resolution, the City Attorney has approved the list of records proposed for destruction from the departments as outlined in the attached documents. FISCAL IMPACT There is no fiscal impact associated with this item. 19C-1 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Michael Ernandes, Personnel Operations Manager Personnel Services Department Date: January 9, 2008 Re: REQUEST FOR DESTRUCTION OF RECORDS The Personnel Services Department requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you. 19C-2 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 206 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES RECRUITMENTS Background Materials used in the preparation/ Dec 2004 and prior Materials implementation of recruitments.*'` Bilingual Forms certifying bilingual capabilities#er Dec 2004 and prior Certification f or Forms applicants for recruitments which require bilingual capabiliity.* Ethnicity Stubs From employment applications submitted at Dec 2004 and prior recruitment time, are kept for outreach purposes.* Examination Examination answer sheets completed by Dec 2004 and prior Answer Sheets applicants during testing process and other __ testing materials.* Official Eligible Eligible lists signed by City Manager. Lists of Dec 2004 and prior Lists 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)).** See attached spreadsheet, dated January 9, 2008, with recruitment files to be purged/digitally imaged. * Will be purged ** Will be digitally imaged PREPARED BY: "~+ ~ Michael S. Ernandes Date Personnel Operations Manager RECORDS DESTROYED: Number of Boxes CONSENT BY: ,16 Enri J a ate Ex tive irector Personnel Services Department APPROVED BY: Joseph Fletcher Date City Attorney 19C-3 O J N O a O L U C O U N -~ 0 U N N O O M O O N O c~ c c~ 0 c a~ E U (II Q ~ 0 o ~ m ~ c~ ~ ~ ~ V O O O p O Q 0 O O W O p 0 M M ~ Q N N ~ ~ ~ N N r r O Q a~ w U , ~ r ~ r ~ r ~ r ~ ~- O ~ r ~ r ~ Q ~ Q r r r r r Z r r T ~ J Z Q Z ~ O 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ t6 O O M .- O O ~ M M M I~ Q O U C7 ti 0 rn N o r rn r rn O o r ao O rn O rn r rn O O r O O r 0 0 0 0 ~ tt ~' ~ may- ~ ~ ~ ~ ~ ~ N N 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ ~ j O M M 0 0 1~ N M M 01 O 0 ~ ~ ~ r ~ M ~- ~ O N ~ M N ~ M O ~ O ~ r ~ r ~ r ~ a O O r 0 0 p 0 M 0 M 0 M 0 ~ 0 L O ~ ~ ~ Q U '~ ~ c~ ~ a ~ Q c ~ ` '~ cn p> O ~U ~Q ~ ~ O O O -_ ~ ~ m C (n ~ ~ O O - ~ ~U ~. rn ~ O ~ ~ O ~ 'p __ m N Y L N _ ~ Q ` .U .U U ~ C C O M U ~ O O N O ~ ~ L ~ O ~ ~ L O Q (n Q (n ~ ~ ~ C .~ ~ ~ ~ V C E V U ~ ~ ~ ~ ~ Q Q C Z ~ U ~ N U U ~ ~ ~ V V `~ ~ ~ ~ o c ~ ~ X 0 0 0 ~ ~ ~ ~ E c ~ ~ c m ~ m ~ ~ .o `o . o . m , Q - ~ c a~ . m o . o o a~ ~ 0 ~ 0 ~ 0 ~ c~ ° U Q o ~ ~ ~ ~ ~ a~ cn cn cn m ~ c a~ o m y ~ O E ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 ~ ~ ~ ~ ~ 0 0 0 0 0 O ~ O O m Z M O ~ ~ (O i~ N 00 N C'7 O r N r r N O r r M 19C-4 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Michael Ernandes, Personnel Operations Manager Personnel Services Department Date: January 9, 2008 Re: REQUEST FOR DESTRUCTION OF RECORDS The Personnel Services Department requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you. `~/,, i v ~S 19C-5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 206 PERSON NEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated Dec FORMS forms** 2002 and prior (OFFICIAL) Flexible Enrollment forms for flexible spending EE Separated Dec Spending, program** 2002 and prior Section 125 Life Insurance Employee life insurance enrollment forms** EE Separated Dec 2002 and rior Long-Term Employee Long-Term Disability Insurance EE Separated Dec Disability enrollment forms** 2002 and prior Insurance Medical Employee medical insurance enrollment EE Separated Dec Insurance forms** 2002 and prior EQUAL Employment and Personnel and employment records, EE Separated Dec EMPLOYMENT personnel including application forms*, records 2002 and prior OPPORTUNITY records pertaining to promotions**, layoffs**, COMMISSION terminations**, salaries** and training* (EEOC) Involuntary Personnel records of terminated employee** EE Separated Dec termination 2002 and prior OFFICIAL Certification/ Request for Certification and/or EE Separated Dec PERSONNEL Reassignment reassignment forms which document and 2002 and prior FILES Forms authorize hiring, reassignment, or other employee actions.** Certificates of Certificates issued to EE which show EE Separated Dec Training completion date of training class(es).* 2002 and prior Commendation Letters of commendation and/or other EE Separated Dec Letters congratulatory documents received by and/or 2002 and prior issued to EE.* Disciplinary Memorandums, letters, or other records of EE Separated Dec Actions proposed and/or implemented disciplinary 2002 and prior action(s).** Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated Dec Medical regarding employee's medical condition.** 2002 and prior Releases Drug Screen Pre-placement and drug screening EE Separated Dec Test authorization and acknowledgement form(s) 2002 and prior and results of drug screening.** 19C-6 PERSON NEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class EE Separated Dec PERSONNEL Medical Leave title, pay rate, hours worked per pay period; 2002 and prior FILES (FML) additions to or deductions from wages). Dates (or hours) FML designated/ taken; FML notices given to employer by employee; documents from employer describing FML policies; records of premium payments of employee benefits; records of any disputed confidential files: records/documents relating to medical certifications.** Job Application Applications for employment and resumes (if EE Separated Dec any) for hired employees.* 2002 and prior Medical Leave of Leave of Absence forms used in the EE Separated Dec Absences** documentation of medical leave (including 2002 and prior pregnancy leave and Family and Medical Leave).** Miscellaneous Documents not specifically mentioned but EE Separated Dec _ Documents kept in official personnel file.*** 2002 and prior Notice of Form completed by employee and/or EE Separated Dec Separation department indicating effective date of 2002 and prior separation, last day on the job, reason for separation, etc.** Oath of Office Form completed and signed by employee EE Separated Dec affirming allegiance to the Constitution of the 2002 and prior United States and the Constitution of the State of California.* Outside Form submitted by employee for approval for EE Separated Dec Employment employee to be engaged in outside 2002 and prior employment.* Performance Employee performance evaluation forms EE Separated Dec Evaluations completed by supervisory personnel re 2002 and prior employees' accomplishment of their assigned duties and responsibilities, etc.* PERS Forms to enroll employees in the Public EE Separated Dec Enrollment Employees' Retirement System (PERS)** 2002 and prior Pre-Employment Forms completed by employee and medical EE Separated Dec Medical clinic to assess physical capability of 2002 and prior employee prior to hiring.** Security Check Form completed by Personnel Svcs to EE Separated Dec Form request Police Dept to conduct security 2002 and prior __ check on employee prior to hiring.* Special Licenses Special licenses issued to employees from EE Separated Dec DMV, accredited schools, etc., verifying 2002 and prior employee meets certain job-related requirements.* Tuition Copies of applications for training and EE Separated Dec Reimbursement educational assistance which show EE 2002 and prior Request request, department head approval, and final disposition of request.* 19C-7 PERSON NEL SERVICES DEPARTMEN T RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated Dec PERSONNEL Donation Form hours be donated to the Union Business 2002 and prior FILES Leave Bank to be used by union leaders for Union Business.* W-4 form Employee's Withholding Allowance EE Separated Dec Certificate completed by EE authorizing 2002 and prior employer to withhold Federal income tax from employee's pay and/or for indicating exemption.** Please see attached spreadsheet, dated January 9, 2008, listing personnel files to be purged/digitally imaged. * Will be purged ** Will be digitally imaged *** If non-medical records, will be purged; if medical records, will be digitally imaged. PREPARED BY: CONSENT BY: 1+.~ Lam' - Michael S. 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U o ~ C C ~ w Q c~ ~ c7 Q ~ ~ w ti ~ m » ~ ~ 3 aa ~ .° 3 ~ ~ ~ i~ ~ w ~ 3 > -ti ~ '" ~ ~ ~ .~ ~ o o n o- ~ ~ ~ w ~ ~ ~ ~ ~ ~ ~ w ~ o ~ N ~ ~ °~' ~ ~ ~ a ~ c ' ~ ° ~' ~ o , ~, ~ o n . . > E- ~ ° ~ ~ x ~ ~ ~ ~ a z ~ c~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~" > 3 3 3 3 19C-10 RECORDS DESTRUCTION REQUEST SANTA ANA CITY ATTORNEY' S OFFICE RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION Year Closed Federal Court By Case Case file for Federal Court Case 2001-2002 Cases Criminal Cases By Case Case file for Criminal Court Case 2001-2002 Superior Court By Case Case file for Superior Court Case 2001-2002 Cases Eminent Domain By Property 2001-2002 Cases General Files By Subject Subject Matter files 2001-2002 * According to Citywide Records Retention Schedule dated July 2006 PREPARED BY: 1 /22/2008 ~ ti Ind ra agnon Date Sr. Legal Management Asst. 80 Number of Boxes City Attorney's Office 1 /22/2008 19C-11 APPROVED BY: 19C-12