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Home My WebLink About19C - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 4, 2014 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: _2•:• _61 ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on Z' Reading ❑ Implementing Resolution ❑ Set Public Hearing For- CONTINUED TO FILE NUMBER Approve the requests for the destruction of obsolete records from City departments in accordance with the retention schedule outlined in City Council Resolution 2013 -014. DISCUSSION On April 1, 2013, 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 period in which records need to be retained. 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. The Citywide Records Retention Schedule has specific retention periods for many City documents. The Schedule is modeled after the California Secretary of State's sample for local government and incorporates other statutory periods applicable to Santa Ana. These are minimum retention periods. Each department makes discretionary decisions on whether to retain records past the minimum requirements. FISCAL IMPACT There is no fiscal impact associated with this item. Attachment 19C -1 19C -2 MEMORANDUM To: Joseph Straka, Chief Assistant City Attorney City Attorney's Office From: Ed Raya, Executive Director Personnel Services Agency Date: February 21, 2014 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 2013 -014. Thank you. 19C -3 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES ENROLLMENT Dental Insurance Employee dental insurance enrollment forms ** EE Separated June FORMS 2008 and prior (OFFICIAL) Flexible Spending, Enrollment forms for flexible spending program ** EE Separated June Section 125 2008 and prior Life Insurance Employee life insurance enrollment forms ** EE Separated June 2008 and prior Long -Term Employee Long -Term Disability Insurance EE Separated June Disability enrollment forms ** 2008 and prior Insurance Medical Insurance Employee medical insurance enrollment forms ** EE Separated June 2008 and prior EQUAL Employment and Personnel and employment records, including EE Separated June EMPLOYMENT personnel records application forms *, records pertaining to 2008 and prior OPPORTUNITY promotions * *, layoffs * *, terminations * *, salaries ** COMMISSION and training* (EEOC) Involuntary Personnel records of terminated employee ** EE Separated June termination 2008 and prior OFFICIAL Certification/ Request for Certification and /or reassignment EE Separated June PERSONNEL Reassignment forms which document and authorize hiring, 2008 and prior FILES Forms reassignment, or other employee actions. ** Certificates of Certificates issued to EE which show completion EE Separated June Training date of training class(es).* 2008 and prior Commendation Letters of commendation and /or other EE Separated June Letters congratulatory documents received by and /or 2008 and prior issued to EE.* Disciplinary Memorandums, letters, or other records of EE Separated June Actions proposed and /or implemented disciplinary 2008 and prior action(s). ** Doctor's Notes/ Notes /medical release forms, etc., submitted EE Separated June Medical Releases regarding employee's medical condition. ** 2008 and prior Drug Screen Test Pre - placement and drug screening authorization EE Separated June and acknowledgement form(s) and results of 2008 and prior drug screening. ** 19C -4 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class title, EE Separated June PERSONNEL Medical Leave pay rate, hours worked per pay period; additions 2008 and prior FILES (FML) 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 any) EE Separated June for hired employees.* 2008 and prior Medical Leave of Leave of Absence forms used in the EE Separated June Absences *" documentation of medical leave (including 2008 and prior pregnancy leave and Family and Medical Leave). *" Miscellaneous Documents not specifically mentioned but kept in EE Separated June Documents official personnel file. * ** 2008 and prior Notice of Form completed by employee and /or department EE Separated June Separation indicating effective date of separation, last day on 2008 and prior 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 2008 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 employment.* 2008 and prior Performance Employee performance evaluation forms EE Separated June Evaluations completed by supervisory personnel re 2008 and prior employees' accomplishment of their assigned duties and responsibilities, etc.* PERS Enrollment Forms to enroll employees in the Public EE Separated June Employees' Retirement System (PERS) ** 2008 and prior Pre - Employment Forms completed by employee and medical clinic EE Separated June Medical to assess physical capability of employee prior to 2008 and prior hiring. ** Security Check Form completed by Personnel Svcs to request EE Separated June Form Police Dept to conduct security check on 2008 and prior employee prior to hiring.* Special Licenses Special licenses issued to employees from DMV, EE Separated June accredited schools, etc., verifying employee 2008 and prior meets certain job - related requirements.* 19C -5 PERSONNEL SERVICES DEPARTMENT RECORD RECORD I RECORD RECORD CATEGORY SERIES DESCRIPTION DATES Tuition Copies of applications for training and EE Separated June Reimbursement educational assistance which show EE request, 2008 and prior Request department head approval, and final disposition of request.* OFFICIAL Union Bank Form signed by employee authorizing leave hours EE Separated June PERSONNEL Donation Form be donated to the Union Business Leave Bank to 2008 and prior FILES be used by union leaders for Union Business.* W -4 form Employee's Withholding Allowance Certificate EE Separated June completed by EE authorizing employer to withhold 2008 and prior Federal income tax from employee's pay and /or for indicating exemption. ** Please see attached spreadsheet listing employee 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. Rosa Flores for Date Edward Raya Executive Director of Personnel Services RECORDS DESTROYED: Number of Boxes 19C -6 CONSENT BY: EMrd Raya Date Executive Director of Personnel Services Assistant City Attorney a Obsolete Records Destruction Schedule Listing Attachment to City Attorney Memo dated February 21, 2014 To be Purged after July 31, 2013 EMPLOYEE NAME EE NUMBER CLASSIFICATION FT PT PTCS SEPARATION DATE Agredano, Wendy 105179 Police Services Dispatcher FT 03/30/08 Aguilar, Carlos A. 103762 Senior Program Leader PT 02/27/08 Alexander, Nina 02435 Program Leader I PT 01/31/08 Amezquita, Saulo 104720 Housing Specialist I FT 04/25/08 Bernier, Hildebrand 03410 Clerical Aide PT 04/18/08 Campos, Sally 101198 Senior Office Specialist FT 01/31/08 Carbine, Julie 105313 Senior Office Assistant FT 06/20/08 Cardoso, Sonia 105172 Engineering Intern PT 02/07/08 Choe, Nak W. 01881 Police Officer FT 04/15/08 Cisneros, David S. 104980 Police Services Dispatcher FT 01/28/08 Contreras, Seth D. 104942 Engineering Intern PT 06/27/08 Cormier, Teara 105347 Program Leader H PT 04/26/08 Coviello, Alison 104252 Recreation Program Coordinator FT 04/29/08 Davis, Fred C. 00766 Firefighter FT 05/01/08 De La Riva, Olivia A. 102795 Program Leader II PT 02/22/08 Delgado, Brenda A. 104528 Senior Clerical Aide PT 02/04/08 Do, Justin 104657 Program Leader II PT 02/27/08 Duran, Nydia Y. 101727 Senior Program Leader PT 04/26/08 Fernandez, Christopher L. 103834 Engineering Intern PT 01/07/08 Gallegos, Anthony J. 100348 Senior Program Leader PT 01/03/08 Garcia, Jonathan I. 104384 Permit Parking Aide PT 03/28/08 Gifford, Zachary T. 101562 Liability Claims Coordinator (UC) FT 04/17/08 Gonzalez, Luis A. 104203 Park Maintenance Assistant PT 06/28/08 Gregart, Charles 104768 Engineering Intern PT 04/11/08 Griswold, Maria E. 08762 Senior Detention Records Specialist FT 03/30/08 Hart, Daniel 105325 Police Recruit FT 03/27/08 Hernandez, Jessica 104379 Senior Program Leader PT 01/24/08 Hickman, Alexis J. 104963 Senior Administrative Intern PT 06/30/08 Hosan, Marimas 101913 Senior Administrative Intern PT 06/25/08 Jurado, Rogelio L. Jr. 101186 Senior Maintenance Worker PT 04/17/08 Klingaman, Kenneth R. 104755 Engineering Intern PT 04/11/08 Lang, Linda 104482 Library Clerk I PT 06/25/08 Lara, Yajaira 105154 Senior Administrative Intern PT 01/08/08 Lee, Albert 105138 Senior Program Leader PT 02/27/08 Lies, Ami J. 05806 Payroll Technician (UC) FT 04/04/08 Lighthiser, Marissa 104971 Librarian PT 01/10/08 Lopez, Rigo 1104271 jPolice Cadet PT 05/20/08 Love, Alicia 1103188 1 Program Coordinator PT 02/27/08 19 e7of 2 Obsolete Records Destruction Schedule Listing Attachment to City Attorney Memo dated February 21, 2014 To be Purged after July 31, 2013 EMPLOYEE NAME EE NUMBER CLASSIFICATION FT PT PTCS SEPARATION DATE Loya - Nauertz, Ruby 102666 Police Services Dispatcher FT 05/13/08 Luviano, Ivan 105049 Program Leader I PT 06/30/08 Luviano, Priscilla 104414 Senior Program Leader PT 06/30/08 Mantych, Travis 105205 IMail Clerk/Messenger FT 05/30/08 Mendoza, Francisco J. 08142 Maintenance Aide II PT 06/10/08 Mendoza, Miguel A. 103191 Senior Program Leader PT 04/29/08 Minion, Ralph D. 104430 Senior Program Leader PT 06/30708 Montano, Daniel 104972 Library Assistant PT 06/25/08 Morales, Belen 105181 Police Services Dispatcher FT 05/13/08 Moreno, Irvin S. 103935 Senior Program Leader PT 03/12/08 Navarrete, Joe 104969 Maintenance Worker I FT 01/22/08 Nellesen, James P. 102612 Program Coordinator PT 02/08/08 Newton, Arlene 105041 Program Leader H PT 01/04/08 Nguyen, Kelly T. 105241 Housing Specialist TI FT 02/28/08 Nguyen, Vy H. 104803 Engineering Intern PT 01/04/08 Nieves, Gabriela 105176 Senior Clerical Aide PT 06/13/08 Padilla, Elvin A. 105268 Redevelopment Project Coordinator PT 02/21/08 Palacios, Mouslly 101979 Program Coordinator PT 02/08/08 Penaloza, Lorena C. 103276 Assistant City Attorney FT 01/04/08 Peralta, Roger 07254 Program Leader II PT 01/13/08 Perez - Melgar, Griselda P. 07236 Customer Service Representative PT 06/18/08 Purcell, Benjamin T. 104935 Senior Administrative Intern PT 04/11/08 Ramirez, Janette 104543 Senior Clerical Aide PT 03/28/08 Reed, Aron K. 101364 Zoo Keeper FT 02/29/08 Rico, Alejandro 101509 Park Maintenance Assistant PT 03/25/08 Rosas, Clara 104984 Program Leader II PT 06/25/08 Ruiz, Gabriela 103811 Maintenance Aide II PT 05/03/08 Salazar, Jesus 104845 Fire Prevention Assistant PT 04/26/08 Sepulveda, Erika L. 102740 Senior Program Leader PT 05/19/08 Solorio, Graciela 105340 Senior Office Assistant FT 04/21/08 Sophabmixay, John L. 104156 Senior Program Leader PT 06/10/08 Sugahara, Sayaka 105298 Administrative Intern PT 06/14/08 Torres, Amalia 103339 Program Leader I PT 04/23/08 Truong, Vivian 100420 Library Clerk I PT 06/25/08 Urtez, Alex 108474 Detention Officer FT 05/20/08 Valencia, Erika A. 106516 Senior Clerical Aide PT 04/29/08 Valencia, Margarita 1105345 Student Intern PT 06/25/08 .�i ea. Memo To: Laura Rossini, Assistant City Attorney From: Chris Revere, Commander Date: 1/28/14 Re: Request for Destruction of Records 20111 FEQ 211 P11 3: 09 The Professional Standards Division /Police Department requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2013 -014. Thank you. Chris Revere, Commander Professional Standards 19C -9 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: PROFESSIONAL STANDARDS DIVISION Record Category Record Series Record Description Record Dates ADMINISTRATIVE EMPLOYEE ACCIDENTS INVOLVING ON- 1/1/08 to INVESTIGATIONS ACCIDENTS DUTY DEPARTMENTAL 12/31/08 PERSONNEL ADMINISTRATIVE K -9 REPORTS INVESTIGATIONS OF K -9 BITE 1/1/08 to INVESTIGATIONS INCIDENTS 12/31/08 ADMINISTRATIVE USE OF IN- CUSTODY INJURIES AND 1/1/08 to INVESTIGATIONS FORCE USE OF FORCE 12/31/08 ADMINISTRATIVE OFFICER INVESTIGATIONS OF OFFICER 1/1/08 to INVESTIGATIONS INVOLVED INVOLVED SHOOTINGS 12/31/08 SHOOTINGS CITIZEN /INTERNAL BY INVESTIGATIONS OF ALLEGED 1/1/08 to COMPLAINTS EMPLOYEE EMPLOYEE MISCONDUCT 12/31/08 NAME Prepared by: Name: C. DuQuin Title: Sr. Legal Secretary Date: January 27, 2014 Number of boxes to be destroyed : 25 ----------------------------- ----------------------------- CONSENT BY: Carlos Rs, Chief of Police Date Police Department W d r1:Z�2� /� 40V�w k, � j q i q Laura Rossini ate cjf. Assistant City Attorney Page 1 46C -1 0 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: PROFESSIONAL STANDARDS DIVISION Records destroyed by: Print Name & Badge # Signature Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 21f4C_1 1 19C -12