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Home My WebLink About19C - RECORDS DESTRUCITON REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: NOVEMBER 15, 2010 TITLE: APPROVED ? As Recommended DESTRUCTION OF El Or Amended OBSOLETE CITY RECORDS ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO I 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 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 19C-2 i Pt1V -4 PM I: 35 _ CI T'r ANA -ICIL i MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: November 3, 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. Z-- 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 November 1, 2008 and prior Correspondence/ November 1, Chronological Files 2008 and prior Councilmember Self-explanatory Council Requests Mayor Inquiries processed for Mayor November 1. 2008 and prior Wards 1 through 6 Inquiries processed for Councilmembers November 1. 2008 and prior Correspondence General Correspondence Self-explanatory November 1, 2008 and prior Staff Inquiries processed for Staff November 1, 2008 and prior Monthly Status City Manager Self-explanatory November 1. Reports 2008 and prior Payroll Records Council/Staff Self-explanatory November 1. 2008 and prior November 1, Travel Folders Council/Staff Self-explanatory 2008 and prior APPROVE: CONSENT: David N. Ream Date Joseph 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 F. e® - MEMORANDUM To: Joseph Straka, Assistant City Attorney City Attorney's Office From: Kathie S. Gonzalez, Executive Director Personnel Services Department, M24 Date: October 7, 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-5 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 Oct FORMS forms** 2005 and prior (OFFICIAL) Flexible Enrollment forms for flexible spending EE Separated Oct Spending, program** 2005 and prior Section 125 Life Insurance Employee life insurance enrollment forms** EE Separated Oct 2005 and prior Long-Term Employee Long-Term Disability Insurance EE Separated Oct Disability enrollment forms** 2005 and prior Insurance Medical Employee medical insurance enrollment EE Separated Oct Insurance forms** 2005 and prior EQUAL Employment and Personnel and employment records, EE Separated Oct 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 Oct termination 2005 and prior OFFICIAL Certification/ Request for Certification and/or EE Separated Oct 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 Oct Training completion date of training class(es).* 2005 and prior Commendation Letters of commendation and/or other EE Separated Oct Letters congratulatory documents received by and/or 2005 and prior issued to EE.* Disciplinary Memorandums, letters, or other records of EE Separated Oct Actions proposed and/or implemented disciplinary 2005 and prior action(s).** Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated Oct Medical regarding employee's medical condition.** 2005 and prior Releases Drug Screen Pre-placement and drug screening EE Separated Oct Test authorization and acknowledgement form(s) 2005 and prior and results of drug screening.** 19C-6 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class EE Separated Oct 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 Oct any) for hired employees.* 2005 and prior Medical Leave of Leave of Absence forms used in the EE Separated Oct Absences** documentation of medical leave (including 2005 and prior pregnancy leave and Family and Medical Leave).** Miscellaneous Documents not specifically mentioned but EE Separated Oct Documents kept in official personnel file.*** 2005 and prior Notice of Form completed by employee and/or EE Separated Oct 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 Oct 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 Oct Employment employee to be engaged in outside 2005 and prior employment.* Performance Employee performance evaluation forms EE Separated Oct 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 Oct Enrollment Employees' Retirement System (PERS)** 2005 and prior Pre-Employment Forms completed by employee and medical EE Separated Oct Medical clinic to assess physical capability of 2005 and prior employee prior to hiring.** Security Check Form completed by Personnel Svcs to EE Separated Oct 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 Oct DMV, accredited schools, etc., verifying 2005 and prior employee meets certain job-related requirements.* Tuition Copies of applications for training and EE Separated Oct Reimbursement educational assistance which show EE 2005 and prior Request request, department head approval, and final disposition of request.* 19C-7 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated Oct 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 Oct 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 October 7, 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: Susan Wathen for Date Kathie S. Gonzalez Date Kathie S. Gonzalez Executive Director of Personnel Services Executive Director of Personnel Services RECORDS DESTROYED: APPROVED BY- Number of Boxes J oseph Fletcher Date ? City Attorney i 19C-8 Attachment to October 7, 2010 Obsolete Records Destruction Schedule Listing To Be Purged after October 31, 2010 FT Employee PT Name umber Classification PTCS leparation Date Reason dame, Alfonso 10838 Program Leader II PT 10101105 Separated-Svcs No Longer Reqd Adams, Gary R. 00885 Police Sergeant FT 09/30/05 Service Retirement Aguilar, Robert C. 10576 Senior Administrative Intern PT 10/18/05 Separated-Svcs No Longer Reqd Ividrez, Albert D. 10466 Page PT 10/07/05 Separated-Svcs No Longer Reqd evalo, Ana 09335 Cashier PT 10/28/05 Separated-Svcs No Longer Reqd ano, Sal 10803 Senior Program Leader PT 10/20/05 Resignation astaneda, Vincent 104447 Program Leader 11 PT 09/15/05 Expiration of Appointment Contreras, Maria G. 103931 Student Intern PT 09/23/05 Separated-Svcs No Longer Reqd Covarrubias, Brenda B. 08861 Program Leader II PT 10/03/05 Separated-Svcs No Longer Reqd ovarrubias, Cindy B. 100673 Program Leader I PT 10/03/05 Separated-Svcs No Longer Reqd rutcher, Roxanne M. 00459 Secretary FT 10/31/05 Service Retirement ueva, Joevany 103347 Program Leader I PT 09/01/05 Separated-Svcs No Longer Reqd ide, Donald L. 06176 Senior Plumbing/Mechanical Systems Spec. FT 09/30/05 Service Retirement Estrada, Alex 101495 Stores Aide PT 09/28/05 Resignation ama, Rosalba 104353 Tutor PT 09/23/05 Separated-Svcs No Longer Reqd Gipson, Owen 31445 Fire Engineer PT 10/14/05 Separated-Svcs No Longer Reqd Giron, Lilian 104450 Purchasing Clerk PT 09/21/05 Separated-Svcs No Longer Reqd Hawkins, Derrick 104408 Police Recruit FT 09/23/05 Resignation Hemandez,Erick 104185 Program Leader I PT 10/13/05 Resignation Ith, Romma 06877 Tutor PT 09/21/05 Separated-Svcs No Longer Reqd Lamb, Matthew T. 102655 Downtown Development Manager (MM) FT 10/31/05 Resignation Miller, Heather 103311 Workers' Compensation Claims Asst (UC) FT 09/02/05 Resignation Money, Andy 57824 Deputy Fire Chief FT 10115105 Industrial Disability Retirement go,Sonny D. 09095 Firefighter FT 10/16/05 Death Nichols, Christopher 104439 Senior Administrative Intern PT 09/26/05 Separated-Svcs No Longer Reqd Okazaki, Terri L. 04551 Purchasing Supervisor FT 09/23/05 Resignation livarez, Anna 06259 Fire Communications Manager (AM) FT 10110105 Resignation ulido, Karissa M. 104431 Senior Program Leader PT 10/05/05 Expiration of Appointment Ramirez, Sonia S. 10906 Program Coordinator PT 09/21/05 Separated-Svcs No Longer Reqd Robinson, Dennis M. 75174 Fleet Equipment Technician 11 FT 10/04/05 Service Retirement Rodriguez, Ismael 103882 Police Officer FT 10/29/05 Resignation osas, Jesus M. 103251 Maintenance Aide 11 PT 09/16/05 Resignation Rose, Melody M. 01248 Police Officer FT 09/30/05 Service Retirement Salazar, Arthur L. 09210 Water Maintenance Worker 11 FT 10/16/05 Death hakur, Sonal D. 103736 Administrative Intern PT 09/09/05 Separated-Svcs No Longer Reqd rinh, Marie 104266 Engineering Intern PT 10/19/05 Separated-Svcs No Longer Reqd Vargas III, Frank 103873 Detention Officer FT 09/30/05 Probationary Rejection Wallace, Jason K. 09297 Animal Keeper I PT 09/01/05 Resignation Yanez, Ruben 103417 Clerical Aide PT 09/23/05 Separated-Svcs No Longer Reqd 19C-9 19C-10 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/ October 2007 and Materials implementation of recruitments.** prior Bilingual Forms certifying bilingual capabilitiesfer October 2007 and Certification for prior Forms applicants for recruitments which require bilingual capabiliity.* Ethnicity Stubs From employment applications submitted at October 2007 and recruitment time, are kept for outreach prior purposes.* Examination Examination answer sheets completed by October 2007 and Answer Sheets applicants during testing process and other prior testing materials.* Official Eligible Eligible lists signed by City Manager. Lists of October 2007 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)).** See attached spreadsheet, dated October 7, 2010, with recruitment files to be purged/digitally imaged. * Will be purged Will be digitally imaged PREPARED BY: CONSENT BY: I ` I1 U Susan Wathen for Date Kathie S. Gonzalez Date Kathie S. Gonzalez Executive Director of Personnel Services Executive Director of Personnel Services RECORDS DESTROYED: APPROVED BY: r Number of Boxes /IlJo eph Fletcher Date / City Attorney 19C-11 3 m 70 a) m ° L (A U m= 0 0 0 0 0 0 0 0 0 O o 0 0 0 0 0 0 0 0 I~ M ti 00 M r> r 00 r r N M CO OD LL] Co N N O O r 0 o N M O r r M M O r O N N w w OO o 0 M M O O O 0 0 0 M M O M O M O M c cu O O r 0000 r r Mr r O O r 0 0 0 0 0 o i Z J Q Q Z l< Z 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 cn C) d' r O LO O r d CM 0 IT f~ r r r N N r LO M Q O r N r O r N M M N N N r N r o 0 N t- r r 0 W 00 o t- W I-- T` 00 M O M 00 r- r~ ti r- O O~ a0 ti O O O O O O O O O r O o 0 0 0 0 0 r 0 0 0 70 O O o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 f~ - O H O CO N M I, N M O M LO 00 Lo cM C0 N f- o cu C/) N r N r N r O r N r r N r N O r r N O N r C f- 00 00 (D LO ti I- co 00 O 00 ti 1,- M N LO 00 N r~- P- O 0 0 0 0 0 0 0 0 o r 0 0 0 0 r 0 0 (D 0 0 0 J a) O a) a) U w U) L E C U N o C C U _ Q a) L cuU~ O - L U) CD C (Q a) O cn Q ~ 0)O a) U) -E U cu C cn L m . _ U a) L- O E ca fl 70 cu U) ca C (n cu U U a) U) a) cn U a) m C 76- > U Z) ° - L J co ccuu Cj > CL : m 0) cu cu M F- cu U) o .T = v a) c Z5 a) 0 m~ m c m 0 0 0 C) '0 -0 oN m cu Q co m v L U ID Q U O U 0 U) -5 _0 c 0 r M O cu a) m C o (1) CL U o L U UO CU Q) -O oU) C L aU) N a) 4) m -.,-U CU cn 0 a) Of -0 U) Q Z C U U O (1) Q 0 'a + a) L r~ o ?N . ° a) a) ° a) w ° L U a) 0 ° EL- c cu c~ U) O CL L) li ao) o ° 0 'a) E E CU c Q U L E U m a) a) w C o E E cu v) ° E 00,E o o aa)) a) o) w w ~ . a) C U C U cm C L L L U cu ui `n - a) o ° U C U ° o U a) a) 'c o o ~ I- ~ L N 0_ Y~ U O o -p fu vOi 3~ O~~ _0 O o N O (u m a) O o a) a) (i) a) a) - a) U Q CO M U U Q LL LL 2 -1 a a- a a (n u) u) F- L E C a) 0 a) -0 00 00 00 I~ O 00 w 00 w 00 co 00 00 O ~ O 00 I- 00 00 O cu CO E 0 0 0 0 0 0 0 0 0 0 0 0 O O O o 0 o ~ i i i Ln i i i i 00 i O i i i i V- O 'r- N r N f~ I~ N r 00 M O r I~ O C4 t- 00 Ln r Q F- m Z N M M O r N r N M'91' N N N r CO r N O r N r 19C-12