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Home My WebLink About19C - RECORDS DESTRUCTIONREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 5, 2008 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS CI MANAG RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1St Reading ^ Ordinance on 2"`i 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: Apri18, 2008 Re: REQUEST FOR DESTRUCTION OF RECORDS The Personnel Services Department requests your consent to destroy city records on the attached listings, 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 2006 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated Mar FORMS forms** 2003 and prior (OFFICIAL) Flexible Enrollment forms for flexible spending EE Separated Mar Spending, program** 2003 and prior Section 125 Life Insurance Employee life insurance enrollment forms** EE Separated Mar 2003 and rior Long-Term Employee Long-Term Disability Insurance EE Separated Mar Disability enrollment forms** 2003 and prior Insurance Medical Employee medical insurance enrollment EE Separated Mar Insurance forms** 2003 and prior EQUAL Employment and Personnel and employment records, EE Separated Mar EMPLOYMENT personnel including application forms*, records 2003 and prior OPPORTUNITY records pertaining to promotions*, layoffs*, COMMISSION terminations*, salaries* and training* (EEOC) Involuntary Personnel records of terminated employee* EE Separated Mar termination 2003 and prior OFFICIAL Certification/ Request for Certification and/or EE Separated Mar PERSONNEL Reassignment reassignment forms which document and 2003 and prior FILES Forms authorize hiring, reassignment, or other employee actions* Certificates of Certificates issued to EE which show EE Separated Mar Training completion date of training class(es).* 2003 and prior Commendation Letters of commendation and/or other EE Separated Mar Letters congratulatory documents received by and/or 2003 and prior issued to EE.* Disciplinary Memorandums, letters, or other records of EE Separated Mar Actions proposed and/or implemented disciplinary 2003 and prior action(s)* Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated Mar Medical regarding employee's medical condition.** 2003 and prior Releases Drug Screen Pre-placement and drug screening EE Separated Mar Test authorization and acknowledgement form(s) 2003 and prior and results of drug screening.** 19C-3 PERSONNEL SERVICES DEPARTMEN T RECORD RECORD RECORD _ RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class EE Separated Mar PERSONNEL Medical Leave title, pay rate, hours worked per pay period; 2003 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 Mar any) for hired employees.* 2003 and prior Medical Leave of Leave of Absence forms used in the EE Separated Mar Absences** documentation of medical leave (including 2003 and prior pregnancy leave and Family and Medical Leave).*" Miscellaneous Documents not specifically mentioned but EE Separated Mar Documents kept in official personnel file.*** 2003 and prior Notice of Form completed by employee and/or EE Separated Mar Separation department indicating effective date of 2003 and prior separation, last day on the job, reason for separation, etc.* Oath of Office Form completed and signed by employee EE Separated Mar affirming allegiance to the Constitution of the 2003 and prior United States and the Constitution of the State of California.* Outside Form submitted by employee for approval for EE Separated Mar Employment employee to be engaged in outside 2003 and prior employment.* Performance Employee performance evaluation forms EE Separated Mar Evaluations completed by supervisory personnel re 2003 and prior employees' accomplishment of their assigned duties and responsibilities, etc.* PERS Forms to enroll employees in the Public EE Separated Mar Enrollment Employees' Retirement System (PERS)** 2003 and prior Pre-Employment Forms completed by employee and medical EE Separated Mar Medical clinic to assess physical capability of 2003 and prior employee prior to hiring.** Security Check Form completed by Personnel Svcs to EE Separated Mar Form request Police Dept to conduct security 2003 and prior check on employee prior to hiring.* Special Licenses Special licenses issued to employees from EE Separated Mar DMV, accredited schools, etc., verifying 2003 and prior employee meets certain job•related requirements.* Tuition Copies of applications for training and EE Separated Mar Reimbursement educational assistance which show EE 2003 and prior Request request, department head approval, and final disposition of request.* 19C-4 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated Mar PERSONNEL Donation Form hours be donated to the Union Business 2003 and prior FILES Leave Bank to be used by union leaders for Union Business.* W-4 form Employee's Withholding Allowance EE Separated Mar Certificate completed by EE authorizing 2003 and prior employer to withhold Federal income tax from employee's pay and/or for indicating exemption.** Please see attached spreadsheet, dated April 8, 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: Susan Wathen for Date Michael S. Ernandes, Personnel Operations Manager ~~ ~~ ~ Enriq J. at Exec a it ctor Personnel ervices Department RECORDS DESTROYED: Number of Boxes APPROVED BY: '' '~~oseph FI cher --- Date City Attorney 19C-5 bn "O N U C O .~ U +~+ Q -v O U 0 ..O 00 O O d 0 G U ~' Q o ~ N U ~' N •~ . ~ ~ N ~ z, ~ C C C C C ~ ~ G ~ •+=~ C G O O O O O O O O ~ O O ~ ~ ~ ~ d ~ a ' a ~ ~ ;~ s o • y ~ ~ ~ ~ C bA C bA ~ by ~ by ~ bA C bq C bA _ ~ C bA ~+ ~ V C bQ C bA c~ cC ~n •~n •in ~ ~ •~ •~ •~ ~ .'~ '~ ~ ~ 9 'ti •~ ~ Q ~ ~ ~ a z ~ ~ ~ ~ a ~ a a ~ ~ ~ r r ~ ~ M M M M M M M M M M M M M M M M M • O O O O O O O O O O O O O O O O O ~+ N ~ ~ vl ~ ~--~ ~ l~ ~ d' ~ O ~ ~O ~ o0 ~ 00 ~ ~ ~ V ~ V ~ O ~ ~O ~ ~ --~ ~ O ~ N Q O M ~ N N O N N N ~--~ N M M N N ~ M M M M M M M M M M M M M M M M M ~ O O O O O O O O O O O O O O O O O C/I U E~ H ~ E~ H F- F-~ F-' F-' H E-{ E-+ E-' E-' E~ F-' F-~ E-~ H F-' wa,a w a a a a a a w a w a, w a w w a a ~ ~ V ~T~ U ai O ~ fn N ~ ~ 0. y, ~ ~ O ~ , ,~ U U i"' O ~ . ~ Q N ~ ~ ~ ~ ~ ~ ' Q ~ , ~ ~ ~ v~ rn N O 'C3 -C3 ~ O •~ N ~ ~ r-+ •~ U ~ ~ ~ Cr ~ O ~ C7 ~ ~ C7 ~ C U ~ ~ ~ o ' > W ~ ~ ~ ' ~ U ~ ~ a Q V] ~ ~ ~' ~ cC bA O , ~ ~ • ~ y s. s. O cC y bA p ~ ~ ~ ~ ~ ~ ~ ^) •~ •~ U v V bA N ~ ~ bq O O U U a ¢ U a U a° v~ va a° ~ a° a ~, U U a p ~ M ~ ~ \D O V1 O~ l~ ~ "~ N N ~ N ~ ~ N oo ~ .--i N ~ O ~ M ~ O, ~ ~--~ M M ~--~ M M N M „~ z 0 0 0 0 ~ 0 0 0 0 ~ 0 0 ~ 0 ~ ~ 0 w 0 0 N M ~ .L: ~ Q-i Q ~ ~ ~ O ~ ~ ~ Q Z O ~ ~ ~ _ bA ~ ~ ~ t, ~ ~ s. O, - D N ~ ~ ~ ~ . . ~ ~ . bq ~ w ti ti c~ aa w w ~ d a ~ v~ U v~ a r~ ° x d -o a~ ~ ~ O ~ ~ O N ~ ~ ~ N ~ ~ ~ +~-+ ~ ti ~ '_' ~ cC -~ N ~ ~ rn '~ z N ~ ~ ~ ~ ~"~ ~ Q Q Q Q U U U F--I W V ~ ~ ~ ~ ~ F~ r7 19C-6 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 2006 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES _ DESCRIPTION DATES RECRUITMENTS Background Materials used in the preparation/ Mar 2005 and prior Materials implementation of recruitments.** Bilingual Forms certifying bilingual capabilitiesfer Mar 2005 and prior Certification for Forms applicants for recruitments which require bilingual capabiliity.'` Ethnicity Stubs From employment applications submitted at Mar 2005 and prior recruitment time, are kept for outreach purposes.* Examination Examination answer sheets completed by Mar 2005 and prior Answer Sheets applicants during testing process and other testing materials.* Official Eligible Eligible lists signed by City Manager. Lists of Mar 2005 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 April 8, 2008, with recruitment files to be purged/digitally imaged. * Will be purged ** Will be digitally imaged PREPARED BY: ~ ~~ ~~. Susan Wathen for ate Michael S. Ernandes Personnel Operations Manager RECORDS DESTROYED: Number of Boxes CONSENT BY: `~ ~~~~ nri 'A a /D e Exe~ ti ~ D~rector Personnel Services Department APPROVED BY: ' `~, 1 Jos' ph Fletcher ~ Date City Attorney i 19C-7 m C J O O N U C O U L O N L O U O O O O O O O N O ~L Q O c a~ E U N Q a~ ~ ~ ~ ~ ~ ~ ~ ~ ~~ o o o o w ao o c0 ~ ~ .- ~ ~ o ~ ~ w M M M M ~ O O O O ~ ~ J L(') lf) In In ~ O O OO O O O ~ N M ~ ~ '~ D O U N T- N N N ~ OO N O O O O ~ ~ ~ ~ ~ ~ O O O O O . .~ (Q to ~ 00 ~ O D O ~ ~ ~- ~ N ~ ~ ~ ~ O O O O N U C cv C LL. O m cv C (U O N N ~ ~~ Z` ~ r M ~ 'N O (n ~ O -Q ~ O O U ,( ~l L O Q ~ ~ l ^ ~ C ~. N Q U ~ ~ O ~ ~ ~ n o ~ v Y Q . ~ ~ U X O ~ U Q Q W N m ~ c a~ ~ w ~ ~ ~ ~ ~ m ~~ 0 0 0 0 O ~ ~ M ~ N C4 I- m Z ~ co ~n to 19C-8 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Assistant to the City Manager Date: Apri116, 2008 Re: REQUEST FOR DESTRUCTION OF RECORDS The City Manager's Office 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-9 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CITY MANAGER'S OFFICE 2008 RECORD RECORD RECORD EXPIRATION CATEGORY SERIES DESCRIPTION DATES Chronological Files Staff Memoranda and Correspondence Apr. 1, 2006 and prior Correspondence/ Apr. 1, 2006 Chronological Files Councilmember Self-explanatory and prior Council Requests Mayor Inquiries processed for Mayor Apr. 1, 2006 and prior Wards 1 through 6 Inquiries processed for Councilmembers Apr. 1, 2006 and prior Correspondence General Correspondence Self-explanatory Apr. 1, 2006 and prior Staff Inquiries processed for Staff Apr. 1, 2006 and prior Monthly Status City Manager Self-explanatory Apr. 1, 2006 Reports and prior Payroll Records Council/Staff Self-explanatory Apr. 1, 2006 and prior APPROVE-, i? ~~----- o c /S~/ David N. Ream Date City Manager RECORDS DESTROYED: CONSENT: ~]oseph W ~ tcher Date City Attorn~i AUDITED BY: Volume Weight Mark Lawrence Date in Cubic Feet in Pounds Assistant to the City Manager 19C-10 MEMORANDUM To: From: Subject: Laura Sheedy, Asst. City Attorney Lori Smith. Admin. Chief /Fire Marshal Date: April 1, 2008 REQUEST FOR DESTRUCTION OF RECORDS The Santa Ana Fire 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. ~' a=l' :~~~ ~~~_~~ Lori Smith for V:\SupportStafflRecords Retention\2008\033108RecordsDestructionMemo.doc 19C-11 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FIRE DEPARTMENT 2008 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES Operations Incident Reports Dispatch Logs January 1, 2004 through December 31, 2004 FPPC Statements of FPPC Filings January 1, 1998 Economic Interest through - GC Sec 87200 December 31, 1998 Filers APPROVE: David N. Ream City Manager Date CONSENT: i ,:. Joseph W. Fletchey-- Date City Attorney RECORDS DESTROYED: AUDITED BY: Number ~.,~ of Boxes 7 ~ 1 : ~~ ; ~ Lori Smith Date Administrative Chief /Fire Marshal V:\SupportStafflRecords Retention\2008\033108RecordsDestructionMemo.doc 19C-12