HomeMy WebLinkAboutRES NO 105-01(1)
RESOLUTION NO. 10 5
- 1
A RESOLUTION APPROVING A RECORDS RETENTION
SCHEDULE FOR THE HUMAN RESOURCES
DEPARTMENT.
WHEREAS, Section 34090 of the California Government Code authorizes the
destruction of City records with approval of a legislative body and written consent of the
City Attorney; and
WHEREAS, the Human Resources Division has updated its records retention
schedule, attached hereto as Exhibit "A," relying on the most recent Local Government
Records Retention Guidelines, endorsed by the General Assembly of the League of
California Cities and the City Clerk's Association of California, which outlines the
minimum legal requirements for the retention of records; and
WHEREAS, the Human Resources Division hereby requests that City Council
approve Exhibit "A" and authorize the destruction of records after the specified periods
identified in Exhibit "A"; and
WHEREAS, said request complies with the procedures and requirements of
section 34090 of the California Government Code and the City Attorney has given
written consent.
NOW, THEREFORE, BE IT RESOLVED, incorporating the above recitals herein,
by the Council of the City of Bakersfield as follows:
1. The records retention schedule of the Human Resources Division for the
City of Bakersfield, attached hereto as Exhibit "A" and incorporated herein by reference,
is hereby approved.
2. The Human Resources Division may destroy items listed in Exhibit "A"
upon written approval of the City Attorney and in accordance with the provisions of
Section 34090 of the California Government Code.
3. The continued destruction of the listed items in Exhibit 'A" with written
approval of the City Attorney, and in accordance with the prescribed time periods set
forth in Exhibit "A," is hereby granted.
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1 HEREBY CERTIFY that the foregoing Resolution was passed and adopted, by
the CourrlHof Zth City of Bakersfield at a regular meeting thereof held on
VN 4 UQ by the following vote:
YE COUNCILMEMBER CA~Jr~ w~ilf l~~r~1iSIM SII/an JGYyWn~
N S: COUNCILMEMBER
ABSTAIN: COUNCILMEMBER
ABSENT: COUNCILMEMBER D
PAMELA A. McCARTHY, M
CITY CLERK and Ex Officio Clerk of the
Council of the City of Bakersfield
APPROVED: JUN 2 4 2009
IV d4"4
HARVEY L. HALL
Mayor
APPROVED AS TO FORM:
VIRGINIA GENNARO
City Attorney
G
By:
CHRISTINE K. IM
Associate City Attorney
CKI:Isc
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EXHIBIT "A" LEGEND
CL = Closed/Completion
CU = Current Year
HUMAN RESOURCES DIVISION D = Decreased
RECORDS RETENTION SCHEDULE FD = Filing Date
T = Termination
TITLE GENERAL DESCRIPTION RETENTION
Active Retiree Insurance File May include retiree insurance forms, PERS enrollment forms, D + 5 YRS
benefit enrollment forms, Life insurance forms, LTD, etc.
Files may include: Arbitration, grievances, union requests,
Administrative Files sexual harassment and Civil Rights, complaints, disciplinary T + 5 YRS
actions, DFEH/EEOC claims, etc.
Benefit Plan Information Insurance plans and documents CL + 6 YRS
Benefit Runs/Invoices Payroll runs/invoices for health benefits CL + 2 YRS
Civil Service Board Misc. Civil Service meetings and hearing information CU + 10 YRS
(minutes, decisions, etc.)
Motor vehicle pull notices, DMV letters, medical examiner
DOT File certificates, DMV medical report receipt, CVO status report, T + 5 YRS
etc.
Employee Benefits File May include PERS enrollment forms, benefit enrollment T + 5 YRS
forms, Life insurance forms, LTD, etc.
Files may include: Release authorizations, certifications,
reassignments, outside employment, commendations,
Employee Personnel Files disciplinary actions, terminations, Oaths of Office, T + 8 YRS
performance evaluations, employee medical files,
identification cards.
Form 1-9 Employment Eligibility Verification T + 3 YRS
Negotiation Minutes, correspondence, copies of contracts and CL + 7 YRS
Memorandums of Agreements
Applications (not hired), resumes, alternate lists/logs, indices,
Recruitment ethnicity disclosures, examination materials, examination CL + 3 YRS
answer sheets, job bulletins, eligibility, electronic database,
correspondence
RFP's/Contracts/Agreements Healthcare consultants, temporary agencies, medical firms, CL + 5 YRS
vendors, etc.
State New Hire Reports Payroll generated reports for State of California data FD + 2 YR
Temporary Employee Files Applications, resumes, work permits and notices, etc. T + 3 YRS
Unemployment Claims EDD claims, reports, Ul notices, etc. FD + 3 YRS
EXHIBIT "A"
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