HomeMy WebLinkAboutF- 5 Authorization to Destroy Certain records HUMAN RESOURCE
INTEROFFICE MEMOR D M40,
AG AI EIM
To: Honorable Mayor and City Council Members
From: Dottie Wallace, Human Resources Manager/Person el 0 - �I
Via: Rick Cole, City Manager
Date: April 3, 20000
Subject: Authorization to Destroy Certain Records
In accordance with the Personnel File Retention Schedule adopted by City Council November 17,
1980, and pursuant to provisions of the Government Code,the California Code of Regulations, and
the Code of Federal Regulations, it is requested that Council authorize destruction of records in
accordance with the following guidelines:
TYPES OF RECORDS RETENTION SCHEDULE
Personnel Records, including sick leave 7 years following termination of employee
slips
Recruitment Files 5 years following certification of eligibility lists
Applications for individuals who failed to 2 years following certification of eligibility list
appear for exam
Applications for individuals who fail any 3 years following certification of eligibility list
portion of exam
RECOMMENDATION
It is recommended Council authorize destruction of records in accordance with attached resolution.
/cr
attachment: Resolution authorizing destruction of records.
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, 1992.
2. All recruitment files related to eligibility lists certified prior to December 31, 1994.
3. All applications for individuals who failed to appear for exams relating to eligibility lists
certified prior to December 31, 1997.
4. All applications for individuals who failed any portion of an exam relating to eligibility lists
certified prior to December 31, 1996.
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 3'd day of April, 2000.
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 3'd of April, 2000, by the following vote
of the Council:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
CITY CLERK
Approved as to Form:
City Attorney : Date :