CC Resolution No. 4455 \
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RESOLUTION N0. 4455
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO
ESTABLISHING A RETENTION SCHEDULE FOR DESTRUCTION OF
RECORDS
WHEREAS, the City Council did by adoption of Resolution No. 3803 estab-
lish rules and regulations for records retention and destruction; and
WHEREAS, it has been determined that certain inactive records no longer
contain data of any historical or administrative significance; and
WHEREAS, the departmental request for permission to destroy all said records
three (3) years after the inactive date has been approved as required by the
City Clerk and the City Attorney pursuant to Resolution No. 3803;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cuper-
tino hereby establishes a retention schedule of three (3) years after the inactive
date for records specified in the schedule attached hereto and authorizes the
destruction of all such record material at the end of said three (3) years.
PASSED AND ADOPTED at a regular meeting of the City Council of the City
of Cupertino this 2nd day of Ma~ , 1977, by the following vote:'
Vote Members of the City Council
AYES: Jackson, Nellis, 0'Keefe, Frolich
NOES: None
ABSENT: Meyers
ABSTAIN: None
APPROVED:
/s/ Donald A. Frolich
Mayor, City of Cupertino
ATTEST:
/G~ Wm_ F.. $~der
City Clerk
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C~ty Attachment
»o~,a~ O~
RECORD RETENTION ~CHEDULE Resolution No. 4455
~~'uper~ino APPROVED DISAPPROVED AUTHORITY BY DATE
ADMINISTRATIVE SERVICES OEPARTMENT , y~
DEPARTMENT ciTY CLERK y
PERSONNEL ~
DIV~S~ON CITY ATTORNEY '
1 1 pTY couNC~~ Rff01°''°" 4455
pAC ~+f PAGES N°ni°~'
RECORD DESCRIRTION INACTIVE OATE MICROFlLM DATE OESTROY OATE
. ( INCLUOE 80,TH' SUBJECT ANO F1LE NQ)
PERSONNEL FILE of each employee,:permanent or ~tempora y. ~
Includes: Official personnel transactions,
employment and salary history, performance eval- End of year Three years Three years
uation, records of disciplinary action, commend- after ~ after inacti e. after •
ations, records of leave usage and accruals, termination • inactive~.
insurance enrollments, beneficiary designations,
~ deferred compensation authorizations. . ~
WORKERS' COMPENSATION.claim files End of year Three years Three years
of close of after inacti e after
. claim inactive
. . ~
Other INSURANCE CLAIM files (property, liability, ' End of year Three years Three years
accident and incident reports) of close of after inacti e after
claim ~ inactive
.
AFFIRMATIVE ACTI01'I reports, EEO-4 forms, records of End of year Three years Three years
all discrimination (Title VII) hearings following after, inacti e after
conclusion ~t inactive
EXAMINATION FILES: Applications for positions One year fr m N.A. Three years
subject to Jurisdiction "B" of Personnel date of exa . from date
Rules, eligibility lists or other rankings ~ ' of exam.
from each exam.
CLASSIFICATION AUDITS and SALARY SURVEY reports One year fr m Three years Three years
date of after after
audit or inactive inactive
survey comp etion.
Employee BENEFIT STATII~IENTS relating to employee End of cale dar N.A. Three years
year from date of
insurance enrollments origination
Originated correspondence End of cale dar Three Three years
year years after after inacti e
inactive
All other files and records (Applies to General End of cale dar .3T,ears ~ a~ter ~nacti e
Administration Studies) - year after inacti e..: