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HomeMy WebLinkAboutResolution 92-015 N.C.S. 02/03/19921~es®lution No. 92-15 N.C.s. of the City of Petaluma, California 1 APPROVING RECORDS RETENTION SCHEDULE 2 AUTHORIZING DESTRUCTION OF OBSOLETE RECORDS AND 3 REPEALING PRIOR RETENTION SCHEDULES FOR THE a PETALUMA PERSONNEL DEPARTMENT 5 WHEREAS, City of Petaluma records are subject to the retention regulations of the Government 6 Code; and, ~ WHEREAS, the City Council of the City of Petaluma may authorize retention schedules and s destruction of obsolete City records pursuant to the Government Code; and, 9 WHEREAS, the proposed records retention schedule has been extensively reviewed by the Zo Department of Personnel, the City Attorney, Records Manager, and City Manager; 11 and, 12 WHEREAS, records retention schedules constitute an active, continuing program for the 7.3 maintenance and disposition of records and the City Council approval of a records i.4 retention schedule constitutes continuing approval for the Department Head to 15 properly dispose of the obsolete records as indicated on the attached schedule with ~ the concurrent approval of the Records Manager and City Attorney. ~~ NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma, pursuant is to applicable Statutes, as follows: ]9 1. The Records Retention Schedule for the Personnel Department is hereby approved; 2n and, 21. 2. The ultimate disposition of records pursuant to the attached schedule is hereby 22 approved by the City Council upon signed authorization of the Department Head, 2~ Records Manager and City Attorney without further City Council action; and, 24 3. All prior retention schedules for City of Petaluma Personnel Department are hereby 25 repealed. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the ved as to Council of the City of .Petaluma at a (Regular) (i~~bl) meetin on the ~rsl.---•-•--......-.. day of .........~~.k21'.llili:y.........--••-• ................ 19_.~~., by th r 1 following vote: ...--._ ....~. --•• ..... .................. C' y Attor y AYES: Davis, Cavanagh, Nelson, Vice Mayor Woolsey, Mayor Hilligoss NOES: None ABSENT: Read ob 1 - ' ~ ` ATTEST: .--- .............~~.,1..... .. --.......-.....--....-... ..--------. _....-•-----------......-..-.... ..... _ .. .. .1~.~"-.. City Cl Mayor r ~~~ ~ ~ ~ ~ ~Cotmcil File.-••---......-. CA ]0-85 Res. No. ..... ~.~~.. .1..rJ............ N.C.S. RETENTION. PERIODS FOR PERSONNEL RECORDS RECORD TITLE AND DESCRIPTION I. .Employment Related Documents. Pre-Hi-re' Documena_s. .. A. Applica ions (included AAP data) - f'or which no employment `lis;t is established, • - for which an employ,,ment list. is established B. Tents - orals, medical, psychological, etc. (not hired.) - pre=hire%promotonal tests (hired) C. Employment Lists and Back-up Data (:not hired) Past-Hire Documents A. -terminated employees B. -.retired^~mployees - Field Training Record's. C. -Affirmative Action/.Grievance. Records EEQ-4 Reports Aff rmatve Action Goals and Timetables Office Retention two years. two years from expiration. of employment list. trab years from expiration of ;employment list see Post-Hire Documents . twb years from-expiration of employment list see Post-Hire Documents twoyears from last action ' or expiration. of the list `P.9GE 1. - To.ta1 Period of Retention - two years. two years f;roin expiration of employment list: too ,years from a .rira~tbn off employment list - • • fee Post-Hire Documents two years from expiration of employment list see Post=Hire Documents two years from last action. or exp-baton of the list. _._ two years from, date: of las action (i.e., termination; W/.C, c'lams;; U/I. claims) two years from 'retirement two years from retirement two years from date of settler went or date of last action three years -from calendar year to which they refer until superseded five years fifty.years ~ - two years from retirement twenfy-five years three years from calendar year to which they refer . resolution permanently on file with City Clerk . ~eso q a- i 5 ~.-~ 5 { PAGE ,2: e ~ ~ ~ , RETENTION PERIODS FOR PERSONNEL_RECORDS `' RECORD TITLE AND DESCRIPTION Office Retention Total Period of Retention Pos,tlon Allocation Lists until superseded until superseded Directives ~ ~ until superseded until superseded see Post-H~.re nr,~,>ments Leave. Record's Cards see Post-Hire Documents Job Classification Descriptions ~ until superseded resolution permanently on file with City Clerk - Salary Schedule until superseded until superseded Ordinances until superseded ordinance permanent-1y on file with City Clerk ~'~so 9a - ~5 NGS: RETENTION PERIODS OF PERSONNEL RECORDS' RECORD TITLE AND DESCRIPTION IL. Labor Relations Documents Rules and Regulations°: Emp over-Employee Relations Rules and Regulations~:_ EStablishrig~~Personnel System Memorandums of Unders,tandng• Employee Association Information Holiday Resolution Minutes. of Meet and Confer Sessions Appeals to the Personnel Board Citizen Gomplainas re Penal Code~832..5 Office Retention until supe"rseded until superseded until superseded ten years after .date of last action regarding certified association until superseded ten years ten. years five years PAGE- 3'. - , Total 'Period. of Retention resolution permanently on file with City~C erk resolution permanently on file. with. City Glerk resolution permanently on. file with City Olerk twenty-f-ive years af`fer d$te of las action regarding certified assoca ion resolution permanently on file with City Glerk twenty-f ive .years twenty-.five years five years ~25C~ as - ~ s arcs RETENTION PERIODS FOR PERSONNEL RECORDS RECORD TITLE AND DESCRIPTION IIL. Insurance Related Documents Workers'- Compensation Ei_1es - individual - m.iscell~aneous `~repgr-ts - 'general letter . Unemployment .Insurance - individual - miscellaneous .reports - general. CAL/OSHA Accident Reports Public Employees Retirement - letter placing on ,rolls, - contract niodfica,tions Office Retention ten years from date of las closed claim ten years two years two years from date of last closed claim two years tcao years five years after the end of. of the calendar year to which they ref er -see Post-Hire Documents two years from last action PAGE 4 " Toial:Period of. Retention see Post-Hire Do;euments ten years' - two.years see Post=Hire Documents two years two years ' five.years after the end of the calendar .year to which they 'ref'er see Post-Hire ,Documents resolution permanently on f ile.:with City G_lerk- ~~Sp ~~~I5 NC.S