HomeMy WebLinkAbout10 DESTRUCT OF RCRDS 04-05-99 -AGENDA
ATE:
March 25, 1999
NO. 10
4-5-99
nter-Oom
TO'
FROM:
SUBJECT:
WILLIAM A. HUSTON
PERSONNEL SERVICES
DESTRUCTION OF RECRUITMENT RECORDS
SUMMARY: The Personnel Services Division has a legal obligation to keep
recruitment records for two years. In order to keep storage of records to those
records that are essential, recruitment files are destroyed after two years. The
City attorney has approved destruction of recruitment files from 1996.
RECOMMENDATION:
The City Council approve Resolution 99-24 to authorize destruction of recruitment files
that are over two years old and are no longer legally required to be kept.
FISCAL IMPACT:
By keeping the storage of records to those that are legally required, the cost of storage
is less but is not significant. Storage space, however, is in short supply and adding
storage space is not feasible.
BACKGROUND:
Recruitment files are comprised of applications, test results, and other material
gathered from applicants during the recruitment process. Recruitment files may be
active up to a year, if not extended. Thereafter, there is very little activity with regard to
these files beyond the year; however, we store them for two years before destroying
them to fulfill our legal obligation.
Bettie Correa
Senior personnel Analyst
S:Correa\CouncilRpts\Res99-24DestrRec.doc
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RESOLUTION NO. 99-24
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF TUSTIN, CALIFORNIA,
AUTHORIZING THE DESTRUCTION OF
CERTAIN RECORDS.
WHEREAS, Government code Section 34090 authorizes the head
of a city department to destroy any city record, document, instrument, book or
paper under his or her charge, without making a copy thereof, except for
records affecting title to real property or liens thereon, court records, records
less than two years old, records required to be kept by statue or ordinance, or
resolutions of the city council or other city boards or commissions, by
resolution of the city council and the written consent of the city attorney; and
WHEREAS, the City Council upon the request of the Senior
Personnel Analyst of the City of Tustin, desires to approve immediate
destruction of certain records, documents or papers as listed on the attachment
hereto, comprising correspondence and other written information regarding
applications and testing material for recruitment's conducted from January 1,
1996 to December 31, 1996, each of which is not less than two (2) years old;
and
WHEREAS, the City Attorney has filed her written consent with
the Clerk of the council of the City of Tustin and a copy of such consent is
attached hereto;
NOW, THEREFORE, be it resolved, that the City Council of the
City of Tustin, California, hereby approves the immediate destruction of the
records, documents and papers listed on the attachment hereto which, as of
this date, have been retained for a minimum of two (2) years.
PASSED AND ADOPTED at a regular meeting of the City
Council of the City of Tustin on the 5th day of April, 1999.
THOMAS R. SALTARELLI, MAYOR
ATTEST:
PAMELA STOKER, CITY CLERK
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1100-00025
101543\1
CONSENT OF CITY ATTORNEY
I, the undersigned, Lois E. Jeffrey, City Attorney of the City
of Tustin, California, do hereby consent to the destruction of the
materials described in the attached Resolution 99-24.
City Attorney
Date: 18 FEB 1999
RECRUITMENT LIST
Page:
96-01 CROSSING GUARD COORDINATO
96-02 REC. SUPERVISOR
96-03 CROSSING GUARD COORDINATO
96-04 RES. POLICE OFFICER
96-05 POLICE OFFICER
96-06 MAINTENANCE WORKER
96-07 CLERK TYPIST-PART TIME
96-08 ASST. CIVIL ENG.
96-09 BUSINESS LICENCE TECH
96-10 COMM SVC/REC LEADER
96-11 POLICE SERVICES OFFICER
96-12 SR. CNTR. RECEPT. CLERK
96-13 RECORDS CLERK
96-14 RECREATION COORDINATOR
96-15 CUSTODIAN
96-16 POLICE OFFICER
96-17 COMMUNICATION OFCR
96-18 ASSISTANT PLANNER
96-19 ASSOCIATE PLANNER
96-20 PROG ASST/DAY CAMP COORD
96-21 POLICE SERGEANT
96-23 REPRO. OPERATOR
96-24 RECORDS CLERK
96-25 CUSTODIAN
AM2000:REQ.LIST