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HomeMy WebLinkAboutResolutions 9910 N.C.S. 09/19/1983;~ Resolution No. 9910 N. C. S. of the City of Petalurna, California AMENDING RECORDS RETENTION SCHEDULE RESOLUTION NO . 8432 N. G. S.. B Y ADDING CERTAIN PERSONNEL RECORDS 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 "Exliibit A" and made a part hereof, pertaining to Personnel Records is hereby adopted and made a part of the City's Records Management System Retention Tables. Under the power and authority conferred upon this Council by the Charter of said City. pat3 I hereby certify the foregoing Resolution was introduced and adopted by the Appr e as to/~~'- Council of the City of Petaluma at a(Regular) (~2~d~x($~Ci~b~ meeting ~~ orm ori the -•-_-.~.~;G.Y)._...... day of ......S.e_~at~bab~x :............•-•--.-•---., 19_~~., by the following vote: -_ .,~=-... _...••• •••••••---y----- ~ ' it Attorney AYES: Perry, Bond, Cavanagh, Balshaw,. Vice Mayor Harb son, Mayor Mattei ~~ NOES: None ABSENT: B gl i a _ . ' ~, _. .. . - , ,. ATTEST: ---- •- • -• -••. . .. . ... . . •- •:---..... ..•••--•••-•-.....• ~~ --... ~ --•... . .. . -,:'• ••-••-•---• .... .... .........•--... City Clerk Mayor . Council I' ile .. .................................. ~o~, cA z~ia~ x~. rro .............9 910:... RETENTION PERIODS OF PERSONNEL RECORDS RECORD TITLE AND DESCRIPTION I. Employment Related Documents Pre-Hire A. Applications '(include AAP data) - for which no employment list is established. '- for which an employment list is established. B. Tests - oral, medical, psychological-, etc. (not hired) - pre-hire tests (hired) C. Employment Lists and Back-up Data (not hired) Post Hire Documents A. - terminated employees B. - retired employees C. Any Affirmative Action/Grievance EE0-4 Reports Affirmative Action Goals & Timetables Resolution No. 9910 NCS Office Retention 2 years two years from expiration of employment list two years from expiration of employment list see Post Hire Documents two years from last action or expiration of the list two years from date of last action (i.e., termination; w/c claims; u/i claims) two years from retirement two years from date of settle- ment or date of last action three years from calendar year to which they refer until superseded Total Period of Retention - 2 years two years from expiration of employment list two years from expiration. of employment list see Post Hire Documents two years from last action or expiration of the list twenty-five years fifty years twenty-five years three years from calendar year to which they refer resolution permanently on file City Clerk page 1 RETENTION PERIODS OF PERSONNEL RECORDS RECORD TITLE AND DESCRIPTION Office Retention Total Period of Retention Position,Alloeation Lists until superseded until superseded Direetiv.es . until.superseded until superseded Leave Records Cards see Post Hire Documents see Post Hire Documents Leave Request Forms see Post Hire Documents see Post Hire pocuments Job Classification Descriptions until superseded resolution permanently on file with City Clerk Salary Schedule until superseded until superseded Ordinances until superseded ordinance permanentl'y on file with City Clerk ~ Resolution No. 9910 NCS page 2 RETENTION PERIODS OF PERSONNEL RECORDS RECORD TITLE AND DESCRIPTION II. Labor Relations Documents Rules & Regulatio_ns:.Employer-Employee Relations Rules & Regulations: Establishing Personnel System Memorandums of.Understanding Employee Association Information Holiday Resolution Minutes of Meet & Confer Sessions Appeals to the Personnel Borad ' Resolution No. 9910 NCS Office Retention Total- Period-of Retention until superseded resolution permanently on file City Clerk until superseded resolution permanent`ly on file City Clerk until superseeled resolution permanently qri file City Clerk ten years after twenty-five years after date date of last action of last action regarding regarding certified certified association association unfiil superseded resolution permane"ntly on file City Clerk ten ye.ars fifty year.s ten years fifty years ten years fifty years page 3 ~ RECORD TITLE AND DESCRIPTION III. Insurance Related Documents Workers' Compensation Files -. individual - miscellaneou's reports - general letters Unemployment Insurance - indtv~idual - miscellaneous reports - general CAL/OSHA Accident Reports Public Employees Retirement - letter placing on rolls ,~ - contract modifications ~ ,: . ~ Resolution No. 9910' NCS RETENTION PERIODS OF PERSONNEL RECORDS Office Retention Total PeYiod of Retention five years from date of last see Post Hire Documents closed claim ten year-s ten year,s two years two years two years from clate of last closed claim two years two years five years after the end of tYie calendar year to which they refer see Post Hire Documents two years from last action see Post Hire Documents two years two years five years after the end of fhe c_alendar year to which they refer see Post Hire Documents resolution permanently on file City Clerk page 4