HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
APRIL 20, 2009
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1 S` 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
CITY Ur4 : '~ ,,M,s~:~ ANA
CLEf~Ii Cr ~~jJ~~IL
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Michael Ernandes, Personnel Operations Manager
Personnel Services Department, M24
Date: March 31, 2009
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.
n~~
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** 2004 and prior
(OFFICIAL)
Flexible Enrollment forms for flexible spending EE Separated Mar
Spending, program** 2004 and prior
Section 125
Life Insurance Employee life insurance enrollment forms** EE Separated Mar
2004 and rior
Long-Term Employee Long-Term Disability Insurance EE Separated Mar
Disability enrollment forms** 2004 and prior
Insurance
Medical Employee medical insurance enrollment EE Separated Mar
Insurance forms** 2004 and prior
EQUAL Employment and Personnel and employment records, EE Separated Mar
EMPLOYMENT personnel including application forms*, records 2004 and prior
OPPORTUNITY records pertaining to promotions**, layoffs**,
COMMISSION terminations**, salaries** and training*
(EEOC)
Involuntary Personnel records of terminated employee** EE Separated Mar
termination 2004 and prior
OFFICIAL Certification/ Request for Certification and/or EE Separated Mar
PERSONNEL Reassignment reassignment forms which document and 2004 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).* 2004 and prior
Commendation Letters of commendation and/or other EE Separated Mar
Letters congratulatory documents received by and/or 2004 and prior
issued to EE.*
Disciplinary Memorandums, letters, or other records of EE Separated Mar
Actions proposed and/or implemented disciplinary 2004 and prior
action(s).**
Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated Mar
Medical regarding employee's medical condition.** 2004 and prior
Releases
Drug Screen Pre-placement and drug screening EE Separated Mar
Test authorization and acknowledgement form(s) 2004 and prior
and results of drug screening.**
19C-3
PERSONNEL SERVICES DEPARTMENT
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; 2004 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.* 2004 and prior
Medical Leave of Leave of Absence forms used in the EE Separated Mar
Absences"` documentation of medical leave (including 2004 and prior
pregnancy leave and Family and Medical
Leave).**
Miscellaneous Documents not specifically mentioned but EE Separated Mar
Documents kept in official personnel file.*** 2004 and prior
Notice of Form completed by employee and/or EE Separated Mar
Separation department indicating effective date of 2004 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 2004 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 2004 and prior
employment.*
Performance Employee performance evaluation forms EE Separated Mar
Evaluations completed by supervisory personnel re 2004 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)'`* 2004 and prior
Pre-Employment Forms completed by employee and medical EE Separated Mar
Medical clinic to assess physical capability of 2004 and prior
employee prior to hiring.""
Security Check Form completed by Personnel Svcs to EE Separated Mar
Form request Police Dept to conduct security 2004 and prior
check on employee prior to hiring.*
Special Licenses Special licenses issued to employees from EE Separated Mar
DMV, accredited schools, etc., verifying 2004 and prior
employee meets certain job-related
requirements.''
Tuition Copies of applications for training and EE Separated Mar
Reimbursement educational assistance which show EE 2004 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 2004 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 2004 and prior
employer to withhold Federal income tax
from employee's pay and/or for indicating
exemption.'`*
Please see attached spreadsheet, dated March 31, 2009, 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:
n ~ / ,~~
Susan Wathen for Date
Michael S. Ernandes,
Personnel Operations Manager
RECORDS DESTROYED:
Number of Boxes
rvices Department
APPROVED BY:
~~~~~~ ~ ~!~~ : ~, ~~ 1 i 1 c `I
`Joseph Fletcher -' Date
City Attorney
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19C-7
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
2006
PERSON NEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
RECRUITMENTS Background Materials used in the preparation/ Mar 2006 and prior
Materials implementation of recruitments.**
Bilingual Forms certifying bilingual capabilities#ef Mar 2006 and prior
rtifi
ti
n
C for
e
ca
o
Forms applicants for recruitments which require
_ bilingual capabiliity.*
Ethnicity Stubs From employment applications submitted at Mar 2006 and prior
recruitment time, are kept for outreach
purposes.'`
Examination Examination answer sheets completed by Mar 2006 and prior
Answer Sheets applicants during testing process and other
_ testing materials.*
Official Eligible Eligible lists signed by City Manager. Lists of Mar 2006 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 March 31, 2009, with recruitment files to be purged/digitally
imaged.
* Will be purged
** Will be digitally imaged
PREPARED BY:
Susan Wathen for Date
Michael S. Ernandes
Personnel Operations Manager
CONSENT BY:
nriq J AI a D e
Exec ~ e Di ctor
Personnel Services Department
RECORDS DESTROYED:
Number of Boxes
APPROVED BY:
u_z,
-..~~L_k._~-k~C ~ ~~~ ~~~~-.
Joseph Fletcl~ Date
City Attorney
19C-8
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