RES-2006-077RESOLUTION NO. 2006-077
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ANAHEIM APPROVING THE RECORDS
RETENTION SCHEDULE, FOR THE HUMAN RESOURCES
DEPARTMENT
WHEREAS, Section 34090, et seq., of the Government Code of the State of
California provides for the retention and destruction of certain records, documents,
instruments, books and papers (hereinafter "records"); and
WHEREAS, in accordance with the provisions of Section 34090 a Records
Retention Schedule was previously approved by the City Council for the Human
Resources Department; and
WHEREAS, changes have been recommended to the Records Retention Schedule
for the Record Series in the Human Resources Department as shown on the attached
exhibit; and
WHEREAS, the Records Policy Committee of the City of Anaheim concurs in
these changes; and
WHEREAS, the City Council concurs in these recommended changes to the
Records Retention Schedule for the Human Resources Department.
NOW THEREFORE, BE TT RESOLVED by the City Council of the City of
Anaheim that the Records Retention Schedule for the Human Resources Department, as
amended, and as more particularly described in Exhibit "A" attached hereto and
incorporated herein by this reference is hereby approved.
THE FOREGOING RESO TION is hereb proved and adopted by the City
Council of the City of Anaheim 9th day May ,2006.
MAYO OF THE CITY OF A AHE1M
ATTES
Y CLER OF CITY OF ANAHEIM
APPROVED AS TO FORM:
CITY ATTORNEY
ATTEST: AYES: Mayor Pringle, Council Members Sidhu, Hernandez, Galloway, Chavez
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: HUMAN RESOURCES PREVIOUS RESOLUTION NO.
AGENCY NO: DATE APPROVED: 10/25/1988
Program Name: Administration, Training & Development, Personnel Services, Employee Relations, Classification & Compensation/Benefits, Humsa
Resources Information Services
Pro ram No.: 1101, 1143, 1144, 1145, 1148, 1149
Codes and Definitions
Record Paper, correspondence, forms, photographs, microfilm, and audio tapes, maps, drawings, or other documents, including all copies thereof, as
well as on finals (created b the Cit in the ordin course of business) which directl relate to the functionin of the or anization.
Non-record Material that does not relate directl to the functionin of the or an ization; is not roduced b ors ecificall for, the or anization.
Retention Code
CV Current Version
Cy Current Year
I, Life of contract, building or equipment
P Permanent Other Codes
V Vital Record CAC California Administrative Code
WC While Current CFR Code of Federal Regulations
T Terminated CLC California Labor Code
Y Year(s) DP Department Preference
FMLA Family Medical Leave Act
GC Government Code (California)
OMB Office of Management & Budget (US)
USC United States Code
**If files are not audited within the retention period, they will be destroyed after seven (7) years; i.e. an `A+2Y' retention period will be retained for
seven years, if the file does not get audited within seven years it will be destroyed after the seventh years unless otherwise stated in contracts.
5/8/2006 Page 1 of 6
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: HUMAN RESOURCES PREVIOUS RESOLUTION NO.
AGENCY NO: DATE APPROVED: 10/25/1988
RECORD SERiES'~ ~ CLASS ~ RE~NTIflN".; :~ Ai ~ ~.. ~ ~ . :~:~.>: ~~:f~?MMENTS
Accountin Re orts CY + 2 Y Generic
Affirmative Action Re orts CY Generic Record co : HRD
Affirmative Action Information Files CY + 3 Y DP
A lications, Com uter Loans Files CY + 3 Y DP
Attendance Statistical Reports CY Generic Series (computer
re rts T7, 8 & 9)
Benchmark Surve s (Benefits) Re orts CY + 10 Y DP
Benefit Contracts Case Files L + 2 Y DP
Benefit Plan Claims Case Files/
Reports P GC6250 et seq
OMB A-129
29CFR1602.30
29 USC 1027 Dental, disability,
education, health,
life, vision
Benefit Plan Enrollment, Denied Case Files T + 4 Y GC34090
OMB A-128
Benefits Plans -Administration Case Files T + 7Y DP
Bud et (final as submitted) Other CY + 3 Y Generic
Bud et (work sheets Other CY + 3 Y Generic
Calendars, diaries Other CY + 2 Y Generic
Classification &Com nsation Re orts CY + 10 Y DP
COBRA Partici ant Case Files T + 3 Y DP
Collection Officer receipt forms Other CY + 2 Y Generic Copy with submitting
department; original
in Finance
5/8/2006 Page 2 of 6
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: HUMAN RESOURCES PREVIOUS RESOLUTION NO.
AGENCY NO: DATE APPROVED: 10/25/1988
RECORD SERIES ~ CI.ASS~ ~ RETENTION AUTHQ~.Y ;:.;::~'C~i~tiV~NTS ...
Copies DI Generic Extra copies; research
materials publicly
available from other
sources (including
news cli in s).
Correspondence Correspon- CY + 10 Y DP
dence
De artment olicies, rocedures Other WC + 5 Y Generic
Drafts DI Generic Office memos,
minutes, internal
reports, working files
duplicating official
record files
Em to ee Handbook Other CV + 2 Y GC34090
Employee rights -General Employees Case Files T + 10 Y DP Arbitration,
grievances, union
requests, sexual
harassment,
disci lin actions
E ui ment Manuals Other WC Generic
Ex nse Claims Other CY + 3 Y Generic
Financial Records (departmental) Files CY + 3 Y Generic May includes cash
register tapes,
receipts for cash
transactions, deposit
sli s, invoices, etc
Interde artmental chaz es Re rts CY + 3Y Generic
5/8/2006 Page 3 of 6
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: HUMAN RESOURCES PREVIOUS RESOLUTION NO.
AGENCY NO: DATE APPROVED: 10/25/1988
RECORD SERIES ~ ~ ~ ~ ~ CLASS ~ ~ RETENTION AUTHORF.` ~ ~ .;~ ~ ~ ~ ~ .. COI1Ii~ENTS
Inventories Re orts CY + 3Y Generic
Invoices Other CY + 3Y Generic
Itineraries Other CY + 2Y Generic
Labor Relations Case Files CY + l0Y DP
MAPS documentation Case Files CV + SY Generic LA -employee &
su rvisors
Material drawn from stock Forms CY + 2Y Generic
Medical Leave Case Files T + 30Y FMLA 1993 US May include family
OSHA leave, certifications,
29 CFR1910.20 tests
49 CFR 193-9
Miles a Reimbursement Rates Other CV + 2Y GC 34090
Motor Vehicle Pulls (DMV) Case Files T + 7Y GC 12946
CAC91009
8 USC 1324(a)
Negotiations Files P 29 USC 2l 1, Historical Notes,
203, 207 MOUs,
comes ondence
Notes, handwritten DI Generic Notes that do not
reflect relevant
matter, histo
Notices to bill Re orts CY + 2Y Generic
Or anization charts Other CV + 2Y Generic
Payroll Reports CY Generic YTD statistics; MPPS
series computer
reports
Pa oll re orts.
5/8/2006 Page 4 of 6
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: HUMAN RESOURCES PREVIOUS RESOLUTION NO.
AGENCY NO: DATE APPROVED: 10/25/1988
RECORD SERIES CLASS ~ RETENTION ~ AU'~11~l'Y ~ COMMENTS ~~
Personnel files (each staff member) Files T + 7Y GC34090 LA -employee &
supervisor(s); also
management review
for omotion.
Polio ,Personnel and Em to ee Relation Rules Other CY + l0Y DP
Purchase Orders Other CY + 2Y Generic
Recruitment Eli ibilit lists, Ex fired Other CY + 3Y DP
Recruitments, Closed Case Files CY + 3Y GC12946
GC6250 et seq
29 CFR1602
29 CFR 1607
29 CFR1627.3 Applications,
resumes, logs,
ethnicity disclosures,
examination
materials, eligibility
lists
Re uest for delive Forms CY + 2Y Generic
Re nest for work Forms CY + 2Y Generic
Sal Surve Re orts CY + SY DP
Software Licenses Other L Generic Retain onsite while
software is in use.
S ecifications, Job Other CY + 15Y DP
Staff Meetin (de artment Minutes CY + 3Y Generic
Staff Reports to City Council CY + 2Y Generic Record copy: City
Clerk; available on
ima 'n s stem
Tax, F.L.S.A. Records Re orts CY + 2Y DP
Tele hone Messa sli s Other DI Generic
Tele hone Messa es Los CY + 2Y Generic
Tele hone usa a Re orts CY + 2Y Generic
5/8/2006 Page 5 of 6
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: HUMAN RESOURCES PREVIOUS RESOLUTION NO.
AGENCY NO: DATE APPROVED: 10/25/1988
RECORD SERIES ~ - . ~ ~ ~ CLASS RETENT)~ON ~~: ~ . ' ~A.UTHORITY ~ ~ ~ ~: ~QNIIVIE~': ~ ~ ..
Terminated Employees Case Files P DP Hard copy destroyed
after ima in (T+3
Time Reports (staff hours worked) Reports CY + 2Y Generic Reports prior to input
into computer payroll
s stem
Training, Non-safety Files Cy + 7Y GC6250 et seq Applications, training
materials, internshi s
Variance (bud et) Re orts CY + 2Y Generic
Volunteers Hold Harmless Form T + 3Y Generic
Workers Com nsation Case Files T + SY DP Create as needed
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