Loading...
HomeMy WebLinkAboutResolution 95-068 03/20/1995 Resolution No. 95-ss N.C.S. of the City of Petaluma, Californi~~ t APPROVING RECORDS RETENTION SCHEDULE z AUTHORIZING DESTRUCTION OF OBSOLETE RECORDS AND s REPEALING RESO. 92-15 NCS FOR THE a PERSONNEL DEPARTMENT s 6 WHEREAS, the City Council of the City of Petaluma may authorize retention schedules and ~ destruction of obsolete City records pursuant to the Government Code; and, s WHEREAS, the proposed records retention schedule has been extensively reviewed by the v Departments of Personnel, City Attorney, Records Manager, and City Manager; to and, u WHEREAS, records retention schedules constitute an active, continuing program for the tz maintenance and disposition of records and the City Council approval of a records to retention schedule constitutes continuing approval for the Department head to to property dispose of the obsolete records as indicated on the attached schedule with is the concurrent approval of the Records Manager and City Attorney. to NOW, THEREFORE, BE IT RESOLVED by-the City Council of the City of Petaluma, pursuant n to applicable Statutes, as follows: is 1. The Records Retention Schedule for the Personnel Department is hereby approved; tv and, zo 2. The ultimate disposition of records pursuant to the attached schedule is hereby zt approved by the City Council upon signed authorization of the Department Head, zz Records Manager and city Attorney without further City Council action; and, zs 3. All prior retention schedules for City of Petaluma Personnel Department are hereby za repealed, including Resolution 92-15 NCS. Under the power and assthority conferred upon this Council by the Charter of said City. RE1~R~~9~)misc\Filesys I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to Council of the City of Petaluma at a (Regular) ~dfj>i>~d'pC(~sax~5t~ meeting _ form on the .....20th.----...... day of ..............March..............................., Is..9.5., by the _ T following vote: City Attorney AYES: Shea, Maguire, Barlas, Stompe, Hamilton, Mayor Hilligoss NOES: None ABSENT: Vice Mayor ' ATTEST: ~ y Clerk Mayor (bunch File CA 10.85 Res. Ao.:.......... J J.-V H.... NCS. PAGE 1 , RETENTION PERIODS:FOR PERSONNEL RECORDS RECORD TITLE AND DESCRIPTION. I. Employment Related Documents Office Retention Total Period of Retent-ion Pre-Hire Documents A. Applications (included AAP data) - for which.no employment list is established two years two years - for. which an employment liar is established two years from expiration two years from expiration of employment list of employment list B. Tests - orals,. medical, psychological, etc. (not hired) two .years from expiration tF:o years from expiration of employment .list of employment list see Post-Hire Documents see Poet-Hire Documents - pre-hire/promotional tests (hired) two. .years from expiration two years from expiration O of employment. list of employment list see Post-Hire Documents .see Post-Hire Documents ~ C. Employment Lists and. Back-up Data (not hired) two years from last action two years from last action ~ or expiration of the list or expiration of the list oc~ Z- Ptlst-Hire Documents C~ V' A. -terminated employees two years from date of last five years action (i.e., termination; W/C claims; U/I claims) B. -retired zmployeea two years from retirement fifty-years - Field Training Records two years from retirement two years fom retirement C. -Affirmative Actlon/Grievance Records two years from date of .settle- twenty-five years went or date of last action EEO-4 Reports three years from calendar three years from calendar year to which they refer year to which they refer Affirmative Action Goals and Timetables until superseded resolution permanently on file with City Clerk PAGE 2 ~ - RETENTION PERIODS FOR PERSONNEL RECORDS RECORD TITLE AND DESCRIPTION Office Retention Total Period of Retention Position Allocation Lists until superseded until superaeded Directives until superseded until superseded Leave Records Cards see Post-Hire Documents gee Post-Hire Doc~!ments Job Classification Descriptions until superseded resolution permanently on file with City Clerk Salary Schedule until superseded until superaeded Ordinances until superseded ordinance :permanently on .file with City Clerk fD~ U O -D (J~ i 6` n PAGE 3 ' RETENTION PERIODS OF PERSONNEL RECORDS RECORD TITLE AND DESCRIPTION II. Labor Relations Documents ~ Office Retention Total Period of Retention Rules and Regulations: Employer-Employee Relations until superseded resolution permanently on file-with City Clerk Rules and Regulations: Establishing Personnel System until superseded resolution permanently on file with City Clerk Memorandums of Understanding until superseded resolution permanently on file with City Clerk Employee Association Informatlon ten years after 'twenty-five years after date of last action dAte of last action regarding regarding certified certified association association Holiday Resolution until superseded resolution permanently on file with City Clerk Minutes of Meet and Confer Sessions ten years twenty-five years Apyeals to tfie Personnel Board ten years twenty-five years Citizen Complaints re Penal Code 832.5 five years five years N U O U 00 Z t_, I RF,TENTION PERIODS FOR PERSONNEL RECORDS PAGE 4 . RECORD TITLE AND DESCRIPTION III. Insurance Related Documents Office Retention Total Period of Retention Workers' Compensation Files - individual ten years from date of see Post-Hire Documents last closed claim - miscellaneous reports ten years ten years - general letters - two years two years Unemployment Insurance. - individual two years from date of see Post-F}ire Documents last closed claim ~ - miscellaneous reports two years two years eneral ~ - g two years two years CAL/OSHA Accident Reports five years after the end of five years after the end the calendar year to which of the calendar year to ~ they refer which they refer Public Employees Retirement n ~ - letter placing on rolls see Post-Hire Documents see Post-Hire Documents - contract modifications two years from last action resolution. permanently on file with City Clerk CLAIMS Against the City - claim files five years after closure five years after closure .