HomeMy WebLinkAbout06 SCANNING & STORAGE/HR 11-04-08Agenda Item
'" "' ~ Reviewed:
AGENDA REPORT City Manager
~~
'~" ~~ ~ Finance Director
MEETING DATE: November 4, 2008
TO: WILLIAM HUSTON, CITY MANAGER
FROM: HUMAN RESOURCES DEPARTMENT
SUBJECT: ELECTRONIC SCANNING & STORAGE OF RECORDS -HUMAN
RESOURCES
SUMMARY:
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NIA
The Human Resources Department is in the process of electronically scanning all files,
records, and documents in our possession using the City's document imaging program.
Human Resources is requesting permission to destroy the paper copies of these items
once they have been electronically scanned and stored.
RECOMMENDATION:
Adopt Resolution No. 08-76, authorizing the scanning and electronic storage of records
and the destruction of paper copies.
BACKGROUND:
The Human Resources Department requests that consent be granted for the scanning
and electronic storage of all files, records and documents maintained in Human
Resources. Human Resources would continue to follow the destruction of the
electronically stored records in accordance with Tustin Resolution No. 01-91 which
authorizes the destruction of City records, documents, and papers upon the approval of
the City Council and the written consent of the City Attorney.
Kristi Recchia
Director of Human Resources
S:\City Council Agenda Items\2008\Records Scanning & Electronic storage Staff Report 11.4.08.doc
RESOLUTION NO. 08-76
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF TUSTIN, CALIFORNIA, AMENDING
RESOLUTION 01-91 AND AUTHORIZING THE
ELECTRONIC SCANNING AND STORAGE OF
CERTAIN RECORDS AND DESTRUCTION OF
PAPER COPIES IN THE POSSESSION OF THE
HUMAN RESOURCES DEPARTMENT OF THE CITY
WHEREAS, the City of Tustin ("City") Records Retention Schedule
adopted by the City Council by Resolution No. 01-91 on September 17, 2001,
authorizes the destruction of City documents and audio recordings upon the
approval of the legislative body of the City, and with the written consent of the
City Attorney, provided that said records are not included within certain specified
categories; and
WHEREAS, the Director of the Human Resources of the City of Tustin by
this Resolution seeks permission from the City Council to authorize the Director
of Human Resources to scan and store electronically certain personnel records
and to thereafter destroy the paper documents without obtaining additional
Council approval; and
WHEREAS, all of the documents listed in the attached Exhibit A are
proposed to be scanned, stored and retained electronically consistent with
Record Retention Schedule set forth in Resolution No. 01-91; and
WHEREAS, the documents listed in Exhibit A are occupying space
needed by the Human Resources Department of the City of Tustin; and
WHEREAS, the Director of Human Resources of the City has determined
that none of the described records, documents, and papers have sufficient value
to justify retention in paper form.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN,
CALIFORNIA, does hereby resolve as follows:
SECTION 1: That the records, documents, and papers described in
Exhibit A are no longer required to be maintained in paper form by the City and
will be electronically scanned and stored to conserve storage space in the offices
of the City. Said documents and papers are described in the attached Exhibit A.
SECTION 2: That the proper official of the City having custody of the
records described in Exhibit A is hereby authorized to electronically scan and
store said records, documents, and papers in a manner consistent with state law
and City ordinances and/or resolutions, and to destroy paper files.
SECTION 3: That prior to the destruction of the records, documents, and
papers described in Exhibit A (copies of which will be retained in electronic
format) written consent of the City Attorney shall be obtained consistent with
Resolution No. 01-09.
SECTION 4: That upon the destruction of the records, documents, and
papers described in Exhibit A, which will be electronically scanned, a certificate
of destruction shall be executed as to the documents destroyed and the original
certificate of destruction filed in the Office of the City Clerk together with a copy
of this Resolution consistent with the requirements set forth in Resolution No. 01-
09.
PASSED AND ADOPTED at a regular meeting of the City Council of the
City of Tustin on the 4t" day of November, 2006.
Jerry Amante
Mayor
ATTEST:
PAMELA STOKER
City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF TUSTIN )
I, Pamela Stoker, City Clerk and ex-officio Clerk of the City Council of the City of
Tustin, California, do hereby certify that the whole number of the members of the
City Council of the City of Tustin is five; that the above and foregoing Resolution
No. 08-76 was duly passed and adopted at a regular meeting of the Tustin City
Council, held on the 4th day of November, 2008, by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
PAMELA STOKER
CITY CLERK
EXHIBIT A
Resolution No. 08-76
Records Authorized for Electronic Scanning & Storage. Paper files to be
destroyed.
City Policies & Procedures -Historical
Organizational Charts
Correspondence, miscellaneous
Memoranda, Miscellaneous
Employee Handbooks
Rosters/Directories
Employee Lists
Employee Newsletters
Employee Orientation documents
Employee Suggestions
Employee Turnover reports
HR Policies & Procedures
New Position request
HR related reports (EEO, Unemployment, Employment Statistics)
Classification & Compensation Studies
Reclassification Requests
Compensation Plan
Position Control documents
Classification Specifications (i.e. job descriptions)
Questionnaires & Surveys
Accident/Injury Reports
Accidents or Damage to City property
Claims against City
Contract Administration records
Disability Claims
Injury reports, Industrial related
Insurance certificates
Insurance Policies/Riders/Renewals
Insurance Proposals
Procedure manuals
City Rules & Regulations
Worker's Compensation Claims
Benefit Plan Documents, Agreements, Amendments, related records
Benefit Plan Correspondence
Insurance Program/Plan Documents, Agreements, Amendments, related records
Employee Assistance program Documents, Agreements, Amendments, Reports,
related records
Retirement Plan Agreements, Amendments, related records
Retirement Plan Reports
Oaths of Office for Employees
Salary Studies
Salary Surveys
Employee Records
Disability Records
Individual Employee Records
Performance Evaluations
Personnel Action Forms
Training Records, logs
Training Programs
Employee Association Bylaws
Employee Association Correspondence
Employee Association Organization/Recognition
Memoranda of Understanding
Labor Negotiation documentation, proposals, minutes, related records
Affirmative Action Plans
Recruitment/Employment bulletins
Recruitment Examination/Testing Materials
Recruitment applications
Examinations
Interview questions
Job Applications/Resumes
Position Recruitment Files
Recruitment complaints, investigations & Appeals
Eligible Lists/Certifications
Assessment Center records
Background/reference check documents
CETA Agreements and related records
Conference/workshop materials
Education/Tuition reimbursement documentation
Training needs Surveys
Training programs
Youth Employment Programs
Disciplinary documentation, investigations, related documents
Employee of the Year documentation
Special Event documents (Health Fair & Employee Appreciation)
Employee recognition documentation