HomeMy WebLinkAbout19C - RECORDS DESTRUCTION REQUEST FOR
COUNCIL ACTION ~@
CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY:
MARCH 1, 2010
TITLE: APPROVED
? As Recommended
DESTRUCTION OF ? As Amended
OBSOLETE CITY RECORDS ? Ordinance on 2"d Read1 ng
? Implementing Resolution
? Set Public Hearing For
1 CONTINUED TO
ti ~ ~ FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
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
19C-2
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MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: March 1, 2010
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-3
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2010
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence March 1, 2008
and prior
Correspondence/ March 1.2008
Chronological Files and prior
Councilmember Self-explanatory
Council Requests Mayor Inquiries processed for Mayor March 1, 2008
and prior
Wards 1 through 6 Inquiries processed for Councilmembers March 1, 2008
and prior
Correspondence General Correspondence Self-explanatory March 1; 2008
and prior
Staff Inquiries processed for Staff March 1.2008
and prior
Monthly Status City Manager Self-explanatory March 1.2008
Reports and prior
Payroll Records Council/Staff Self-explanatory March 1.2008
and prior
March 1, 2008
Travel Folders Council/Staff Self-explanatory and prior
APPROVE: CONSENT:
David N. Ream Date / oseph W. Fletcher Date
City Manager City Attorney
RECORDS DESTROYED: AUDITED BY:
Volume Weight Mark Lawrence Date
in Cubic Feet in Pounds Assistant to the City Manager
19C-4
~
MEMORANDUM
Lisa Storck
To: Assistant City Attorney Date: February 11, 2010
From: Deputy City Manager for Development Services
Community Development Agency
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency requests your consent to destroy city records
on the attached listing, in accordance with the retention schedule outlined in City
Council Resolution 98-088.
Cynthia J. Nels
19C-5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
2010
Record Record
Cate o Series Record Descri tion Record Dates
HOUSING Applications Purged Applications from Jan -Dec 2006
AUTHORITY Waitin List 7 boxes
HOUSING Vouchers Expired Housing Choice Vouchers Jan -Dec 2006
AUTHORITY 5 boxes
HOUSING Tenant Files Terminated Tenant Files Jan -Dec 2006
AUTHORITY 48 boxes
PREPARED BY: CONSENT BY:
i ~ !o
- - ~ ~ , ' ~,wv`---
Terri rs Date Cynthia J. Nelson Date
Senio anagement Analyst Deputy City Manager for Development Services
Community Development Agency Community Development Agency
RECORDS DESTROYED: APPROVED BY:
60 boxes c~ ` _ /~l~'
Number of boxes Joseph Fletcher Date
City Attorney
19C-6
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MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Sharon Hennegen
Date: February 23, 2010
Re: REQUEST FOR DESTRUCTION OF RECORDS
The Clerk of the Council 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.
~ 23 [a.0fo
aron Hennegen Date
19C-7
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Finance 8~ Management Services Agency -Payroll Division
2010
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
PAYROLL Attendance Reports Daily attendance postings 1999 and prior
Check Registers Pay period employee earnings and deductions 1999 and prior
Retirement CaIPERS Salary, gross, contribution reports 1999 and prior
Quarterly Reports State quarter earnings and tax reports 1999 and prior
PREPARED BY: CONSENT BY:
~ Z~2.~lZo~o
~ A
Sh on Hennegen ate Francisco Gutierrez Date
Ad inistrative Services Manager Executive Director of Finance
Payroll Division
RECORDS DESTROYED: APPROVED BY:
~ ~ ~D
Number of Boxes Joseph Fletcher ~ Date
City Attorney
19C-8
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MEMORANDUM
To: Joseph Straka, Assistant City Attorney
City Attorney's Office
From: Michael Ernandes, Personnel Operations Manager
Personnel Services Department, M24
Date: February 8, 2010
Re: REQUEST FOR DESTRUCTION OF RECORDS
The Personnel Services Department requests your consent to destroy city
records on the attached list, in accordance with the retention schedule
outlined in City Council Resolution 2006-045.
Thank you.
19C-9
1 ~
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 Feb.
FORMS forms** 2005 and prior
(OFFICIAL)
Flexible Enrollment forms for flexible spending EE Separated Feb.
Spending, program*'` 2005 and prior
Section 125
Life Insurance Employee life insurance enrollment forms** EE Separated Feb.
2005 and rior
Long-Term Employee Long-Term Disability Insurance EE Separated Feb.
Disability enrollment forms** 2005 and prior
Insurance
Medical Employee medical insurance enrollment EE Separated Feb.
Insurance forms** 2005 and prior
EQUAL Employment and Personnel and employment records, EE Separated Feb.
EMPLOYMENT personnel including application forms", records 2005 and prior
OPPORTUNITY records pertaining to promotions*, layoffs*,
COMMISSION terminations*, salaries* and training*
(EEOC)
Involuntary Personnel records of terminated employee** EE Separated Feb.
termination 2005 and prior
OFFICIAL Certification/ Request for Certification and/or EE Separated Feb.
PERSONNEL Reassignment reassignment forms which document and 2005 and prior
FILES Forms authorize hiring, reassignment, or other
employee actions.*
Certificates of Certificates issued to EE which show EE Separated Feb.
Training completion date of training class(es)* 2005 and prior
Commendation Letters of commendation and/or other EE Separated Feb.
Letters congratulatory documents received by and/or 2005 and prior
issued to EE.*
Disciplinary Memorandums, letters, or other records of EE Separated Feb.
Actions proposed and/or implemented disciplinary 2005 and prior
action(s).*
Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated Feb.
Medical regarding employee's medical condition.** 2005 and prior
Releases
Drug Screen Pre-placement and drug screening EE Separated Feb.
Test authorization and acknowledgement form(s) 2005 and prior
and results of drug screening.`
19C-10
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Family and Basic employee data (name, address, class EE Separated Feb.
PERSONNEL Medical Leave title, pay rate, hours worked per pay period; 2005 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 Feb.
any) for hired employees.* 2005 and prior
Medical Leave of Leave of Absence forms used in the EE Separated Feb.
Absences** documentation of medical leave (including 2005 and prior
pregnancy leave and Family and Medical
Leave).**
Miscellaneous Documents not specifically mentioned but EE Separated Feb.
Documents kept in official personnel file.*** 2005 and prior
Notice of Form completed by employee and/or EE Separated Feb.
Separation department indicating effective date of 2005 and prior
separation, last day on the job, reason for
separation, etc.**
Oath of Office Form completed and signed by employee EE Separated Feb.
affirming allegiance to the Constitution of the 2005 and prior
United States and the Constitution of the
State of California.*
Outside Form submitted by employee for approval fv EE Separated Feb.
Employment employee to be engaged in outside 2005 and prior
employment.*
Performance Employee performance evaluation forms EE Separated Feb.
Evaluations completed by supervisory personnel re 2005 and prior
employees' accomplishment of their
assigned duties and responsibilities, etc.*
PERS Forms to enroll employees in the Public EE Separated Feb.
Enrollment Employees' Retirement System (PERS)** 2005 and prior
Pre-Employment Forms completed by employee and medical EE Separated Feb.
Medical clinic to assess physical capability of 2005 and prior
employee prior to hiring.**
Security Check Form completed by Personnel Svcs to EE Separated Feb.
Form request Police Dept to conduct security 2005 and prior
check on employee prior to hiring.*
Special Licenses Special licenses issued to employees from EE Separated Feb.
DMV, accredited schools, etc., verifying 2005 and prior
employee meets certain job-related
requirements.*
Tuition Copies of applications for training and EE Separated Feb.
Reimbursement educational assistance which show EE 2005 and prior
Request request, department head approval, and final
disposition of request.*
19C-11
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated Feb.
PERSONNEL Donation Form hours be donated to the Union Business 2005 and prior
FILES Leave Bank to be used by union leaders for
Union Business.*
W-4 form Employee's Withholding Allowance EE Separated Feb.
Certificate completed by EE authorizing 2005 and prior
employer to withhold Federal income tax
from employee's pay and/or for indicating
exemption.**
Please see attached spreadsheet, dated February 8, 2010, 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:
j~ ~ ~ Icy
Susan Wathen for ~ Date Kathie Gonzalez Date
Michael S. Ernandes, Executive Director
Personnel Operations Manager Personnel Services Department
RECORDS DESTROYED: A ~ ROVED B~':
~ r~ ~
Number of Boxes ~ Joseph Fletcher ~ Date
City Attorney
19C-12
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19C-17
19C-18
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/ Jan. 2007 and prior
Materials implementation of recruitments.**
Bilingual Forms certifying bilingual capabilities#er Jan. 2007 and prior
Certification for
Forms applicants for recruitments which require
bilingual capabiliity.*
Ethnicity Stubs From employment applications submitted at Jan. 2007 and prior
recruitment time, are kept for outreach
purposes.*
Examination Examination answer sheets completed by Jan. 2007 and prior
Answer Sheets applicants during testing process and other
testing materials.*
Official Eligible Eligible lists signed by City Manager. Lists of Jan. 2007 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 February 8, 2010, with recruitment files to be purged/digitally
imaged.
* Will be purged
Will be digitally imaged
PREPARED BY: CONSENT BY:
Susan Wathen for ~-r Date Kathie Gonzalez Date
Michael S. Ernandes Executive Director
Personnel Operations Manager Personnel Services Department
RECORDS DESTROYED: APPROVED BY:
A
/ ~
Number of Boxes ~ Joseph Fletcher Date
City Attorney
19C-19
f w
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19C-20
1
MEMORANDUM
Laura Sheedy
'I'o; Assistant City Attorney Date: February 1 b ~2~010
Martha Ramirez C' L
From: Commission Secretary
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Planning and Building Agency requests your consent to destroy city records on the
attached listing, in accordance with the retention schedule outlined by City Council
Resolution No. 2006-045.
Thank you,
_
GL (G ~Cr ~ rl J_lz•_ I,
Martha Ramirez Date J M. Trevino, AICP Date
Commission Secretary Executive Director,
Planning and Building Agency
19C-21
_ .
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PLANNING & BUILDING AGENCY -PLANNING DEPARMENT
2009
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
CORRESPONDENCE Incoming General Planning Commission and Historic 2008 and
Corres ondence Resources Commission Prior
APPLICATIONS: Members of a committee representing all 2006 and
Development Review
city agencies coordinate site plan review Prior
comments
Sign Program Mechanism to insure the coordination of 200 and
signage within a development site Prior
CERTIFICATES Land Use Certificate A type of permit used for minor uses such 200'J and
as temporary activities Prior
PERMITS Home Occupancy Business use which does not alter the 2007and
Permit residence prior
Off Premise Sign 2007 and
System to control size, location, type and prior
number of off premise signs located on
rivate ro e
RECEIPTS Fees for,various division's permits, 2004 and
Application applications, etc. prior
F~,I L Statement of FPPC Filings 22000 and
P~~~~~I~PC) Economic Interests - Prtor
PBA
PREPARED BY: CONSENT BY:
r
~ ~
~ , ~
Martha Ramirez February l6, 2010 Jay .rev no February 16, 2010
Commission Secretary Exe ~ e Director, Planning &
Building Agency
RECORDS DESTROYED: APPROVED B/Y:
Number of Boxes Joseph Fletcher -1ebruary 19, 2010
City Attorney
19C-22