HomeMy WebLinkAbout19C - DESTRUCTION OF OBSOLETE CITY RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 2, 2010
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 513 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: Mark Lawrence, Executive Assistant to the City Manager
Date: August 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.
.,Yz
/7
19C-2
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 August 1. 2008
and prior
Correspondence/ August 1, 2008
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor August 1, 2008
and prior
Wards 1 through 6 Inquiries processed for Councilmembers August 1, 2008
and prior
Correspondence General Correspondence Self-explanatory August 1. 2008
and prior
Staff Inquiries processed for Staff August 1, 2008
and prior
Monthly Status City Manager Self-explanatory August 1, 2008
Reports and prior
Payroll Records Council/Staff Self-explanatory August 1, 2008
and prior
August 1, 2008
Travel Folders Council/Staff Self-explanatory and prior
APPROVE:
?% ??"' `f
7 z,?/v
David N. Ream Date
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
" c C ?G ?x "Ca2j ?,? C ho
Joseph W. Fletcn; r Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-3
<r
MEMORANDUM
To:
From:
Date:
Re:
Laura Sheedy, Assistant City Attorney
City Attorney's Office
Francisco Gutierrez
July 2,2010
2010 .110. 13 1M 3= 23
CITE` C ? ANA
CLER? 'UNC1L
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.
-? %Mtti? ,, ?? - -&?
Francisco Gutierrez
19C-4
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
FINANCE AND MANAGEMENT SERVICES
(July 2010)
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
ACCOUNTS Cash Requirement Lists paid invoices by vendor. June 2007
and prior
PAYABLE (AP 50)
June 2008
Direct Payment Voucher Generates payment to City vendor/creditor used in lieu of and prior
P.O. when item & vendor known.
Petty Cash Receipts Reimbursements for authorized expenses under $75.00 June 2008
and prior
Purchase Requisition
Agency requests to FMSA to locate best vendor for June 2008
and prior
identified goods/items
Travel Request and
E
R
Self-explanatory une
and prior
xpense
eport
Material Release Forms Order for item directly from City approved vendor list and pri2006
or
Purchase Orders Authorize purchase of goods or services and pri2006
or
PREPARED BY: f? k A
APPROVED BY:
Francisco Gutierrez Date
Executive Director of Finance
RECORDS DESTROYED:
Number of Boxes
CONSENT BY:
Date
APPROVED BY:
13 Jdseph setcher - DaL-
City Attorney
19C-5
-8 PSI 4: 02
CITE` {' - ANA
CLE `v1L
MEMORANDUM
To: Joseph Straka, Assistant City Attorney
City Attorney's Office
From: Michael Ernandes, Personnel Operations Manager
Personnel Services Department, M24
Date: June 17, 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.
I
19C-6
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
2006
PERSON NEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated June
FORMS forms** 2005 and prior
(OFFICIAL)
Flexible Enrollment forms for flexible spending EE Separated June
Spending, program** 2005 and prior
Section 125
Life Insurance Employee life insurance enrollment forms** EE Separated June
2005 and prior
Long-Term Employee Long-Term Disability Insurance EE Separated June
Disability enrollment forms** 2005 and prior
Insurance
Medical Employee medical insurance enrollment EE Separated June
Insurance forms** 2005 and prior
EQUAL Employment and Personnel and employment records, EE Separated June
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 June
termination 2005 and prior
OFFICIAL Certification/ Request for Certification and/or EE Separated June
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 June
Training completion date of training class(es).* 2005 and prior
Commendation Letters of commendation and/or other EE Separated June
Letters congratulatory documents received by and/or 2005 and prior
issued to EE.*
Disciplinary Memorandums, letters, or other records of EE Separated June
Actions proposed and/or implemented disciplinary 2005 and prior
action(s).**
Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated June
Medical regarding employee's medical condition.** 2005 and prior
Releases
Drug Screen Pre-placement and drug screening EE Separated June
Test authorization and acknowledgement form(s) 2005 and prior
and results of drug screening.**
19C-7
PERSON NEL SERVICES DEPARTMENT
RECORD RECORD RECORD 7:?- F RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Family and Basic employee data (name, address, class EE Separated June
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 June
any) for hired employees.* 2005 and prior
Medical Leave of Leave of Absence forms used in the EE Separated June
Absences** documentation of medical leave (including 2005 and prior
pregnancy leave and Family and Medical
Leave).**
Miscellaneous Documents not specifically mentioned but EE Separated June
Documents kept in official personnel file.*** 2005 and prior
Notice of Form completed by employee and/or EE Separated June
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 June
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 for EE Separated June
Employment employee to be engaged in outside 2005 and prior
employment.*
Performance Employee performance evaluation forms EE Separated June
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 June
Enrollment Employees' Retirement System (PERS)** 2005 and prior
Pre-Employment Forms completed by employee and medical EE Separated June
Medical clinic to assess physical capability of 2005 and prior
employee prior to hiring.**
Security Check Form completed by Personnel Svcs to EE Separated June
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 June
DMV, accredited schools, etc., verifying 2005 and prior
employee meets certain job-related
requirements.*
Tuition Copies of applications for training and EE Separated June
Reimbursement educational assistance which show EE 2005 and prior
Request request, department head approval, and final
disposition of request.*
19C-8
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated June
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 June
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 June 17, 2010, listing personnel files to be purged/digitally
imaged.
* Will be purged
** Will be digitally imaged
*** If non-medical records,
PREPARED BY:
will be purged; if medical records, will be digitally imaged.
CONSENT BY:
? _ fv
.e,-
Susan Wath n for Date
Michael S. Ernandes,
Personnel Operations Manager
RECORDS DESTROYED:
Number of Boxes
? ? ro
Kathie Gonz ez ate
Executive Director
Personnel Services Department
APPROVEQ BY:
71,4 w)
Jo eph Fletcher Date
City Attorney
19C-9
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19C-10
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PERSONNEL SERVICES DEPARTMENT
inna
PERSONNEL SERVICES DEPARTMENT
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION L L DATES
RECRUITMENTS Background -
Materials used in the preparation/ June 2007 and prior
Materials implementation of recruitments.**
Bilingual Forms certifying bilingual capabilitiesfer June 2007 and prior
Certification employees FeGeiviRg biliRgual pay for
Forms applicants for recruitments which require
bilingual capabiliity.*
Ethnicity Stubs From employment applications submitted at June 2007 and prior
recruitment time, are kept for outreach
purposes.*
Examination Examination answer sheets completed by June 2007 and prior
Answer Sheets applicants during testing process and other
testing materials.*
Official Eligible Eligible lists signed by City Manager. Lists of June 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 June 17, 2010, with recruitment flies to be purged/digitally imaged.
* Will be purged
** Will be digitally imaged
PREPARED BY:
Susan Wathen for Date
Michael S. Ernandes
Personnel Operations Manager
RECORDS DESTROYED:
Number of Boxes
CONSENT BY:
Kathie Gonzalez ate
Executive Director
Personnel Services Department
D BY:
a & /
46seph Fletch Date
City Attorney
19C-11
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19C-12