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Agenda Item
(71111111.
TO: Honorable Mayor and City Council
FROM: 'f*Byron Nelson, Interim Personnel Assistant
DATE: June 20, 1990 (for Council Meeting of 7-2-90)
SUBJECT: Authorization to Destroy Certain Records
In accordance with the Personnel File Retention Schedule adopted
by City Council November 17, 1980, it is requested that Council
authorize destruction of records in accordance with the following
guidelines:
Types of Records Retention Schedule
Personnel Records, including 7 years following termination
sick leave slips of employee
Recruitment Files 5 years following certifica-
tion of eligibility list
Applications for individuals 1 year following certification
who failed to appear for exam of eligibility list
Applications for individuals 3 years following certifica-
who fail any portion of exam tion of eligibility list
Personnel Board meeting tapes 5 years following Personnel
Board meeting
RECOMMENDATION
It is recommended Council authorize destruction of records in
accordance with attached resolution.
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attachment: Resolution authorizing destruction of Personnel records
40 (21L 7
C�2
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF AZUSA AUTHORIZING THE DESTRUCTION OF
CERTAIN RECORDS IN THE HUMAN RESOURCES OFFICE
THE CITY COUNCIL OF THE CITY OF AZUSA DOES RESOLVE
AS FOLLOWS:
SECTION 1. The Government Code of the State of
California at Section 34090 authorizes the destruction of certain
City records upon the written approval of the City Attorney and
the adoption of a Resolution by the City Council authorizing such
action.
SECTION 2. The City Attorney has filed his written
consent to the destruction of records, documents, instruments,
books and papers described hereinafter.
SECTION 3. The following City records, documents,
instruments, books or papers are no longer required and may be
destroyed:
1. All personnel records, including sick leave
slips for employees who terminated prior to
December 31, 1982 .
2. All recruitment files related to eligibility lists
certified prior to December 31, 1984 .
3. All applications for individuals who failed to
appear for exams relating to eligibility lists
certified prior to December 31, 1988.
4 . All applications for individuals who failed any
portion of an exam relating to eligibility lists
certified prior to December 31, 1986.
5. All Personnel Board meeting tapes not involving
hearings for meetings prior to December 31, 1984 .
SECTION 4. This Resolution shall become effective
immediately.
SECTION 5. The City Clerk shall certify to the
adoption of this Resolution.
ADOPTED AND APPROVED this 2nd, July, 1990.
MAYOR
I HEREBY CERTIFY that the foregoing Resolution was duly
adopted by the City Council of the City of Azusa at a regular
meeting thereof, held on the 2nd day of July, 1990, by the
following vote of the Council:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
CITY CLERK
APPROVED:
PETER THORSON, CITY ATTORNEY