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Home My WebLink About19E - RECORDS DESTRUCTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: REQUEST FOR COUNCIL ACTION SEPTEMBER 2, 2008 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS APPROVED o As Recommended o As Amended o Ordinance on 1 st Reading o Ordinance on 2nd Reading o Implementing Resolution o Set Public Hearing For <~~ CONTINUED TO FILE NUMBER RECOMMENDED ACTION Approve the requests for the destruction of obsolete records from various Ci ty 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 58 of the Citywide Records Retention Resolution, the City Attorney has approved the list of records for destruction from the departments as outlined in the documents. Schedule proposed attached FISCAL IMPACT There is no fiscal impact associated with this item. 19E-1 -~ -1 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office I'> From: Michael Ernandes, Personnel Operations Manager Personnel Services Department Date: August 19, 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. J}~> L--~- 19E-2 ..> "') ~..,) ....... - 9.) t oJ : ::> . . PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CA TEGORY SERIES DESCRIPTION DATES ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated August FORMS forms** 2003 and prior (OFFICIAL) Flexible Enrollment forms for flexible spending EE Separated August Spending, program** 2003 and prior Section 125 Life Insurance Employee life insurance enrollment forms** EE Separated August 2003 and prior Long-Term Employee Long-Term Disability Insurance EE Separated August Disability enrollment forms** 2003 and prior Insurance Medical Employee medical insurance enrollment EE Separated August Insurance forms** 2003 and prior EQUAL Employment and Personnel and employment records, EE Separated August 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 August termination 2003 and prior OFFICIAL Certification/ Request for Certification and/or EE Separated August 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 August Training completion date of training class(es).* 2003 and prior Commendation Letters of commendation and/or other EE Separated August Letters congratulatory documents received by and/or 2003 and prior issued to EE.* Disciplinary Memorandums, letters, or other records of EE Separated August Actions proposed and/or implemented disciplinary 2003 and prior action(s)* Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated August Medical regarding employee's medical condition.** 2003 and prior Releases Drug Screen Pre-placement and drug screening EE Separated August Test authorization and acknowledgement form(s) 2003 and prior and results of drug screening.** CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 2006 19E-3 I . . PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CA TEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class EE Separated August PERSONNEL Medical Leave title, pay rate, hours worled per pay period; 2003 and prior FILES (FM L) 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 anydisputed confidential files: records/documents relating to medical certifications.** Job Application Applications for employment and resumes (if EE Separated August any) for hired employees. * 2003 and prior Medical Leave of Leave of Absence forms used in the EE Separated August Absences** documentation of medical leave (including 2003 and prior pregnancy leave and Family and Medical Leave). ** Miscellaneous Documents not specifically mentioned but EE Separated August Documents kept in official personnel file.*** 2003 and prior Notice of Form completed by employee and/or EE Separated August 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 August 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 August Employment employee to be engaged in outside 2003 and prior em ployment. * Performance Employee performance evaluation forms EE Separated August 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 August Enrollment Employees' Retirement System (pERS)** 2003 and prior Pre-Employment Forms completed by employee and medical EE Separated August Medical clinic to assess physical capability of 2003 and prior employee prior to hiring.** Security Check Form completed by Personnel Svcs to EE Separated August 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 August DMV, accredited schools, etc., verifying 2003 and prior employee meets certain job-related requirements. * Tuition Copies of applications for training and EE Separated August Reimbursement educational assistance which show EE 2003 and prior Request request, department head approval, and final disposition of request.* 19E-4 , . I PERSONNEL SERVICES DEPARTMENT I RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated August 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 August 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 August 19, 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: r J/\/'-. \(L (- . Susan Wathen for Michael S. Ernandes, Personnel Operations Manager Date \(: ~." '-/ RECORDS DESTROYED: APPROVED BY: Number of Boxes 1 ~/ .J~t~u lJoseph Fletcher City Attorney {;/ 19E-5 Attachment to August 19, 2008 Obsolete Records Destruction Schedule Listing ['''!Nam, IF;'" Nam, Employee leI"';f;""OC IE:] Separation IR'''OC I Number Date Abram Elizabeth R. 102742 Zoo Keeper II FT 07/07/03 Quit Adams Crystal Marie 103327 Program Coordinator PT 08/29/03 Resignation Aguilera Basilio F. 8471 Senior Program Leader PT 08/29/03 Expiration of Apptmnt Alvidrez Leah 9812 Program Leader II PT 08/29/03 Resignation Amati Christina 103215 Program Coordinator PT 08/22/03 Resignation Amick Kaittey (Catrina) 102067 Senior Program Leader PT 08/27/03 Expiration of Apptmnt Aragonez Ralph B. 5002 Rec. Program Leader (T) PT 07/28/03 Resignation Bernal Nereida N. 100430 Clerical Assistant PT 08/27/03 Expiration of Apptmnt Callahan Michael S. 836 Police Officer FT 07/05/03 Service Retirement Canche Estrella Braulio 102692 Maintenance Aide II PT 07/09/03 Resignation Cascante Mario A. 102779 Tutor PT 07/01/03 Lay-Off Cervantes Claudia 102814 Senior Clerical Aide PT 07/03/03 Quit Chavez Robert A. 13841 Police Lieutenant (RM) FT 08/05/03 Ind Disability Retirement Cooney Kevin P. 101311 Senior Program Leader PT 08/03/03 Expiration of Apptmnt Cruz Philip C. 16259 Park Maintenance Worker FT 07/15/03 Service Retirement Dalton Jimmy D. 17206 Fire Battalion Chief (MM) FT 07/31/03 Service Retirement Duron Christina 101487 Program Coordinator PT 07/11/03 Dismissal Edwards Joseph L. 3786 Planning Manager (MM) FT 07/28/03 Resignation Elliott Lourdes 1780 Police Services Dispatcher FT 07/15/03 Disability Retirement Gardea Jeffrey J. 103757 Police Recruit FT 08/28/03 Resignation Gavino Juan 103480 Senior Program Leader PT 08/28/03 Expiration of Apptmnt Haug John W. 100317 Library Assistant PT 07/01/03 Lay-Off Hausmann Mary L. 2098 Senior Office Assistant FT 08/02/03 Service Retirement Jackson-Reed Leslie N. 103240 Police Records Specialist FT 07/15/03 Resignation Jung Alice 10837 Personnel Services Specialist (UC) FT 08/21/03 Resignation Kamel Mervat 4493 Senior Office Assistant FT 07/18/03 Service Retirement Keawe Alice L. 6 Senior Office Assistant FT 08/29/03 Resignation Lara Patricia R. 3272 Bookmobile Operator FT 07/07/03 Resignation Lemus Jorge 102584 Program Leader II PT 08/22/03 Expiration of Apptmnt Lopez Marcelo 10132 Program Leader I PT 08/16/03 Resignation Lucas Charmaine D. 53513 Senior Parking Control Officer PT 07/31/03 Service Retirement Maas Gayle L. 54156 Police Service Officer FT 07/31/03 Service Retirement Madrigal Leticia 9634 Program Coordinator PT 08/15/03 Resignation Martinez Elizabeth A. 100824 Page PT 07/01/03 Lay-Off Martinez Francisco F. 101728 Program Leader II PT 08/28/03 Resignation Martinez Ruth C. 103464 Special Employment Counselor II PT 08/29/03 Expiration of Apptmnt Attachment to August 19, 2008 Obsolete Records Destruction Schedule Listing llast Nam, I ,;", Nam, Employee 1(lassmca,;on IE:] Separation I.eason I Number Date Mendoza Sandra 8310 Detention Officer FT 07/15/03 Other Mojica Guadalupe 102680 Tutor PT 07/01/03 Lay-Off Nguyen Vang V. 2506 Maintenance Aide II PT 08/08/03 Resignation Nichols Mary K. 60634 Parking Control Officer FT 07/31/03 Service Retirement Ojeda Julian 102724 Tutor PT 07/15/03 Lay-Off Ollestad Leslie 103449 Senior Program Leader PT 08/25/03 Expiration of Apptmnt Packard Claudia 101436 Program Coordinator PT 08/10/03 Resignation Petko David E. 70243 Police Lieutenant (RM) FT 07/10/03 Service Retirement Profant Mignonne A. 101854 Customer Service Clerk PT 07/31/03 Resignation Rajkumar Savitri 103324 Program Coordinator PT 07/16/03 Resignation Reaback Jennifer 10689 Senior Program Leader PT 08/17/03 Expiration of Apptmnt Resendiz Elliott A. 102899 Page PT 07/01/03 Lay-Off Saldana Raul 103446 Police Recruit FT 07/08/03 Resignation Sarinana Arthur V. 77093 Park Maintenance Supervisor FT 07/31/03 Service Retirement Shah Rama 10831 Librarian (Part-Time) PT 07/01/03 Lay-Off Smith Daniel w. 101316 Sr. Tutor PT 07/01/03 Lay-Off Toering Albert C. 243 Building Inspector FT 07/31/03 Service Retirement Tyler Robert J. 85994 Principal Plan Check Engineer (MM) FT 07/07/03 Service Retirement Valenzuela Zuhayl 10164 Senior Program Leader PT 08/20/03 Expiration of Apptmnt Venegas Martha G. 2560 Senior Program Leader PT 08/25/03 Resignation .. PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES RECRUITMENTS Background Materials used in the preparation/ August 2005 and Materials implementation of recruitments. ** prior Bilingual Forms certifying bilingual capabilities fef August 2005 and Certification employees receiving bilingu31 P3Y and for prior Forms applicants for recruitments which require bilingual capabiliity.* Ethnicity Stubs From employment applications submitted at August 2005 and recruitment time, are kept for outreach prior purposes.* Examination Examination answer sheets completed by August 2005 and Answer Sheets applicants during testing process and other prior testing materials. * Official Eligible Eligible lists signed by City Manager. Lists of August 2005 and Lists individuals placed on an eligible list card for prior hiring purposes (copies only - original signed eligible lists are with recruitment file folder (according to classification title)). ** CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 2006 See attached spreadsheet, dated August 19, 2008, with recruitment files to be purged/digitally imaged. * ** Will be purged Will be digitally imaged PREPARED BY: CONSENT BY: .. l~....A Susan Wathen for Michael S. Ernandes Personnel Operations Manager ( ~.. r'- Date RECORDS DESTROYED: APPROVED BY: Number of Boxes 19E-8 . Attachment to August 19, 2008 Obsolete Records Destruction Schedule Listing ITo Be Purged After August 31,2008 I I Bulletin Ilclassification I Date Date Date Eligible Number Posted Closed List Established 01-06 Animal Service Officer IIBilingual-Spanish 07/05/05 07/26/05 08/26/05 89-05 Assistant Director of Finance & Management Svcs 06/01/05 06/30/05 08/19/05 98-05 Assistant Engineer I 06/13/05 07/15/05 08/26/05 1 0-06 Assistant Planner II 07/20/05 07/27/05 08/22/05 83-05 Customer Service Representative/Bilingual-Spanish 05/02/05 OS/23/05 07/14/05 79-05 Fire Engineer 04/25/05 05/06/05 08/11/05 87-05 Fire Services Dispatcher/Bilingual-Spanish 05/13/05 06/08/05 07/21/05 95-05 General Maintenance Worker 06/01/05 06/22/05 08/25/05 PT 01-06 Janitor 07/27/05 08/15/05 N/A-PIT 05-06 Lead Accounting Assistant 07/13/05 07/27/05 08/19/05 88-05 Parking Control Officer/Bilingual 05/12/05 04/11/05 05/13/05 72-05 Personnel Analyst (UC) 03/16/05 08/22/05 08/08/05 85-05 Police Officer-Academy Graduate 05/09/05 06/17/05 N/A-Withdrew 1 0-05 Police Officer-Academy Graduate 08/06/04 09/10/04 11/22/04 59-04 Police Officer-Academy Graduate/Bilingual 06/01/04 09/09/05 12/29/04 41-04 Police Officer-Academy Graduate/Bilingual 02/13/04 05/31/04 N/A-None Qualified R6-04 Police Officer Reserve 06/01/04 07/13/04 N/A-PIT 39-05 Police Recruit 11/22/04 12/30/04 04/04/05 31-05 Police Recruit 10/25/04 11/19/04 N/A-AII Failed 23-05 Police Recruit 09/13/04 1 0/22/04 06/16/05 09-05 Police Recruit 08/06/04 09/10/04 08/26/05 40-04 Police Recruit/Bilingual 02/13/04 05/31/04 06/16/05 1 03-02 Police Recruit/Bilingual 05/31/02 02/12/04 06/07/04 45-04 Police Services Dispatcher-Lateral Transfer 02/13/04 07/19/05 08/30/05 46-04 Police Services Dispatcher-L.T.lBilingual-Spanish 02/13/04 07/19/05 08/30/05 1 04-05 Purchasing Supervisor 06/24/05 07/05/05 07/22/05 99-05 Redevelopment Project Manager III 06/10/05 07/08/05 08/24/05 81-05 Senior Management Analyst (UC) 04/25/05 OS/27/05 07/06/05 71-05 Senior Personnel Analyst (UC) 03/16/05 08/30/05 07/11/05 97-05 Senior Police Records Specialist 06/06/05 06/15/05 08/09/05 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: August 25, 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. tjk 19E-10 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 September 1, 2006 and prior Correspondence/ Septem ber 1 , Chronological Files 2006 and prior Councilmember Self-explanatory Council Requests Mayor Inquiries processed for Mayor September 1, 2006 and prior Wards 1 through 6 Inquiries processed for Councilmembers September 1, 2006 and prior Correspondence General Correspondence Self-explanatory September 1, 2006 and prior Staff Inquiries processed for Staff September 1, 2006 and prior Monthly Status City Manager Self-explanatory September 1, Reports 2006 and prior Payroll Records Council/Staff Self-explanatory September 1, 2006 and prior ~; APPROVE: ~ efZto{~ David N. Ream Date City Manager CONSENT: / 1~'7/t'd Date RECORDS DESTROYED: AUDITED BY: Volume in Cubic Feet Weight in Pounds Mark Lawrence Date Assistant to the City Manager 19E-11 19E-12