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HomeMy WebLinkAboutCC RES 08-76RESOLUTION 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. Resolution No. 08-76 Page 1 of 4 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 4th day of November, 2008. ~ / PA ELA 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 4t"day of November, 2008, by the following vote: COUNCILMEMBER AYES: Amante. Davert. Bone. Kawashima Palmer (5) COUNCILMEMBER NOES: None (0) COUNCILMEMBER ABSTAINED: None (0) COUNCILMEMBER ABSENT: None (0) PAMELA STOKER City Clerk Resolution No. 08-76 Page 2 of 4 EXHIBIT A 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 Resolution No. 08-76 Page 3 of 4 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 APPROVE: CON E L ~~ 1~~~,~ /~ 1 v~ ~ Maria ~R. Huizar Date Doug olland Date Chief Deputy City Clerk City Attorney --------------------------------------------------- RECORDS DESTROYED BY: /~ Kristine Recchia Date Director of Human Resources Resolution No. 08-76 Page 4 of 4