HomeMy WebLinkAboutResolution 85-005 N.C.S. 01/07/1985. ~
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l~esolution No. :8 5- 5 N, C. S.
of the City of Pefaluma, Galifornia
AMENDING REGORDS RETENTION SCHEDULE
RESOI;UTTON NO . 34~3~2 N'. G. S. BY
ADDING CERTAIN PERSONNEL RECORDS
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WHEREAS; cer,tain 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 t•hat the attached Retention
.,- Schedule, marked "Exhibit A" and made a part hereof, pertaining to the
~Personnel Records is hereby adopted and made a part of the City's Records
Management Systein Retent-ion Tables.
BE IT ALSO RESOL-VED that this Resolution supercedes the
Resolution No. 9910 N.G.S.
Under the power and authority conferred•upon this Council by the Charter of said City.
I. hereby certify the 'foregoing Resolution was' introduced "and aclopted by the Approved as to
Councii of the:Gity of Fetaluma at a(Regular)X(~~D~1148tt~~~e4i~) meeting
ori the ... 7 t h•---• -•-.. day of ..,.... J a n u a r X.. ..._. .. ._ 19:.8 5, by the `
.. .. .............. .
following vote; .
._.._ . .. _.. ...,••,- -.......
~ ty Attorney
AYES: BAL'SHAW, CAVANAGH, TENCER, VICE MAYQR BOND, MAYOR
NOES: NON,E
ABSENT: NONE ABSTAIN: Davis, Woolsey 1
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ATTEST: • ---_•--- ._,.._ . ~::~'~~~,-':L:.~.''~._.~.._.._._...__•--••---- -••••••• - : T . .~ _ •--- . - -•-•••• r
.:---• . -••,•• •---•••.. .•--••--, . _....
City Clerk • Mayor ~
~ ea,~~i F,i~ ....................................
Form CA; 2 9/81 ,Res.. No.._..~ .a..-.~.....~G s
PAGE "l.
RECORD TITLE~AND DESCRIPT.ION'
I. Empl'o.yment: Rela_ted .pocuments
Pre-l~ire
A. Applications (included AAP data)
- for whic:h no employment lisC is
'established.:
- for which an .employment list is
establ-isfied.
B. Tes'ts
- oral; medical, psy,chological, etc.
(not hired)
- pr,e-hir.e tests (hired')
C. Employment Lis,ts and Back-up Data.
(not hired'j
Post-Hire Documents
A. - terminated empl,oyees.
B. - retired employees
C. - Any Aff~irmative Aetion/Grievance
EEO-4 Reports
Af;firmative Action Goals & Timetab;les
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RETENTION PERIODS OF PERSONNEL RECORDS
Office Retention Tot,al Period of Retenti,o,n
two years , two years
two years 'from expiration
of emp,loyment lis't tw.o years fr;om,expiration
~ of. emp-loyment list
two y-ears from exp:iration t•wo years from expiration
of emplo-yment' list of employment list
see Post-Hire, Documents see Pqs':t-Hire Documents
two years from las`f action two years f:rom last action
oyr expirati'on of the list or expiratiori of: the list
two years froin date of last twenty=five years
, action (i.e., termination;
w/c claims; u:/i claims)
two years from retirement fifty years
two years from date of settle- twenty-five years
ment or date of last acfion
three years from calendar three years from calendar
year to which they refer year to which they refer
until superseded . resolution:permariently on
file with City Clerk
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~PAG~ 2
RECORD TITLE AND DESC.RIPTION
Position Allocation Lists
Dir'ectives
L`eave Records; Cards
Leave Request FormS
Job. Class>if icat'ion. Desc.riptions
Salary ScheduTe
Ord•iriances. -
RETENTION PERIODS OF PERSONNEI: REGORDS
~
Office Retention
~
until superseded
until super.seded
` see Post=liire, Dpcuments
< see; Pos,t-Hir~e 'Documents ~
untiT sup'ers'eded
until superseded
.until superseded
TotaT Per:i~od of Retention
until superseded.
until supers:eded
see Post-Hire Documen'ts
see Po,st-Hire Documents
resolution permanently on
file with City Cler:k
until super.seded
ordinance permanently on
file with City CTerk
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PAGE,3
RETENTION PERIODS OF PERSQNNEL RECQRDS
• RECORD.TI.TLE AND DESCRIPTION
I_I,. La'b9r Relations Document's
Rules & Regulations: Employer.-Employee Relations
Ru-1-:es & Regulations: Es`tab'1_ishing Per'sonnel System
Memorandums of Understanding
Employee~ Associat,ion. Inf.ormation .
Holiday Resolution_
Minutes o.f Meet & C.onf,er Sessions
Appeals to the Personnel Board
Git'izen Complaints re Penal Code 832.5
Office Retention Total Period of Retention
until superseded resolution permanently on
file with Cit:y Cle_r;k
until superseded resolution permanently on
: file with City.Clerk
until superseded resolution permanently on
f-_ile with C,i,t~y Gler,k
ten. years af`ter • twenty-f'iue year~s, af ter
d'ate of las't action date o:f last. action regarding
reg.arding°, certif.ied c.ertified associ'at.ion
association
until superseded r.esolution,permanently o:n
f.i:le wi:tli Cihy .Clerk
ten years fifty year5
ten y,ears f if ty .y,ears
ten years fifty years
five years five years
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' . PAGE .4
R~ECORD TITLE AND DESCRIPTION
LI-I. Irisurance ReTated<`Dooument's
Workers' Gompensation F.11es
- individual
- miscellaneous reports
- gerieral letters
Unemployment Irisu_rance
- individual
~ - mis.cellaneous reports
- general
CAL/OSHA Acciderit Reports,
Public Employees Retirement.
- letter placing on rolls
- cont=raet modifications
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RETENTION PERIODS OF PERSONNEL RECORDS
Office:Retention
five years from date of
las,t closed claim
ten yeaf's .
two years
two year;s .f:rom date of
las.t closed claim
two years
two years
. fiye 'years af ter, the end of
ttie calendar year to which
they refer
see Post-Hire Documents
two years from last action
Total Period of .Retention
s.ee Post-Hi.re Documents
ten years
two years.
see Pos.t-Hire Documents
two y:ears
fwo year;s
'f ive y.ears af:ter the end
of tfie calendar, year_ to
which they refer
see Pos,t-Hire Documents
resolution permanently on
file with Gity"Clerk
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