HomeMy WebLinkAboutResolutions 88-286 N.C.S. 08/15/1988::
Resolution No. as-286 N.C.s.
of the City of Petaluma, California
AMENDING RECORDS RETENTION SCHEDULE
RESOLUTION N0. 83-5 N.C.S. BY
DESIGNATING PERIODS OF RETENTION
WHEREAS, certain retention periods for public records,
established in the Files Management Manual for the City of Petaluma and the
"City of Petaluma Record Retention Schedule" have been modified by State
and Federal law:
NOW, THEREFORE, BE IT RESOLVED that the attached
Retention Schedule, marked "Exhibit A" and made a part hereof, pertaining
try the Personnel Records is hereby adopted and made apart of the City's
Records Management System Retention Tables.
BE IT ALSO RESOLVED that this Resolutis~n supercedes
Resolutions No. 9910 N . C . S . , 8432 N . C . S . , and 85-5 N , C . S .
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced a
Council of the City of Petaluma at a (Regular) (~rY~J
on the .-15th ............. day of ........._.......August......................
following vote: ----.
AYES: Cavanagh, Tencer; Sobel, Woolsey, Balshaw, Mayor Hil
NOES : 0
ABSENT: Vic. Mayor Davis
,~ )
ATTEST: ..- ~#.~L.c..~:(.:~:~...~-......-,(~~!3~~`-='-'~..!-.--......-•-•---........
City Clerk ~ Mayor
Gbuncil File ....................----°--.-.-..
__--- O QG
CA 10-85 `r~'~ l~'~/ ~^~ Res. No.........~.t7.-.~.V.V... N.C.S
~.~ ~lTY C.. , l°1.
RECORD TLTLE AND DESCRIPTION
I. Employment Related Documents.
Pre-Hire"
A. Applications (included AAP data)
- for, which no employment list is
established. "
- f'or which an employment list is
established.
RETENTION PERIODS OF PERSONNEL RECORDS
OFFICE RETENTION
one year
one year from expiration of employment
list.
B. Tests
- oral, medical, psychological, etc. one. year from expiration of employment
(not hired) list.
- pre-hire tests (hired) see Post-Aire Documents
C. Employment Lists and Back-up Data
(not hired)
D. Any Affirmative Action/Grievance
.for active employee goes with file.
Post-Aire Documents
A. Terminated Employees
one year from last action or expiration
of the list.
two years from date of settlement or
date of last action.
two years from date of last action
i.e., termination/ w/e claims; u/i
claims.
B. Retired Employees
EEO-4 Reports
Affirmative Action Goals & Timetables
Position Allocation Lists
f
ten years from retirement
three years from calendar year to
which they refer.
until superseded
until superseded
TOTAL PERIOD OF RETENTION
one year
one year. from expiration of
employment list:.
one year from,..expiraton of
employment list. '
see P,os't-Aire Documents
one year from last actbn.o:r
expiration of the list.'
five years
five years
fifty years
three years from calendar year to
which they refer.
resolution permanently on file with
City Clerk's Office.
until superseded
- E7£I~BI1° A
RETENTION PERIODS OF PERSONNEL RECORDS
RECORD TITLE AND DESCRIPTION OFFICE RETENTION TOTAL PERIOD OF RETENTION
Leave Records/Cards
Leave_Req.uesa Forms
Job Classifica'ti'on Descriptions
Salary Schedule
Ordinances
until superseded
see Post-Hire Documents
see Post-Hire Documents
until superseded
until superseded
until superseded
until superseded
see Post-Hire Documents
see Post-H-ire Documents
resolution permanently on file with
Gity Clerk's Office.
until superseded
ordinance permanently on file with
City Clerk's Office.
- 2 - ~`
RECORD TITLE AND DESCRIPTION
II. Labor Relations Documents
__ _ .
Rules and Regulations:
Employer-Employee Relations
Estab fishing Personnel System
Memorandums of Unders anding
Employee Association Information,
Holiday Resolution
Minutes of. Meet and Confer Sessions
Grievances -
Appeals to ,tle Personnel Board
C,tzen.Complants re Penal Code -832.5
RETENTION PERIODS OF PERSONNE RECORDS
OFFICE RETENTION
until superseded
until superseded
until superseded
.five years after date 'qf last action
regarding certified associatigi.
until superseded
five years
five years
..five years
five years
TOTAL PERIOD OF RETENTION
resolution permanently on file with
City Clerk's Office.
resolution permanently on file with
City Cler-k's .-Office.
resolution permanently on file with
Cit-y Clerk's 'Office.
twenty years :after date of last
action regarding certified association.
resolution Permanently on. file with
City Clerk's Off ice.
twenty years
twenty years
twenty years
five years '
EXI~IBI'P A
RECORD TITLE AND DESCRIPTION
IIL. Insur:anee Related Documents
Workers' Gompendaton.Fles.
- individual '
- miscellaneous reports
-- .general 3:et ers
Unemployment Insurance
- individual
- 'miscellaneous reports
- general-
CAL/OSHA Accident Reports
Public Employees,' Retirement
- letter. placing. on rolls
- contract modifications
RETENTION PERIODS. OF PERSONNEL RECORDS
OFFICE RETENTION
five yearn- fr-om 'date of last closed
claim.
ten years
two years
two .years f.rom~date of last closed
claim.
two years,
two years
five years after the end of the
calendar year to .which they refer.
see Post-Hire Documents
two years from last action
TOTAL PERIOD OF RETENTION
see Post-Hire Documents
ten years
two years
see Post-Hire Documents.
two years
two years
five years after the. end of the
calendar year to which they refer.
see Post-Hire Documents
resolution permanently on file with
City Glerk's Off-ice.
EXIiFBYT A