HomeMy WebLinkAbout1980-01-02; City Council; 6121; Request for Authority to Destroy FilesCITY OF CARLSBAD
AGENDA BILL NO.
DATE: January 2, 1980.
DEPARTMENT: pERSONNV
Sub3ect:
REQUEST FOR AUTHORITY TO DESTROY FILES
Statement of the Matter
Initial.
Dept.Hd.
C. Atty. A-
C. Mg .
The Personnel Department of the city hereby requests authority to
destroy accumulated employment applications and employment eligibility
lists dated prior to January 1, 1978.
The Personnel Department of the city as a result of recruiting accrues
approximately three to four thousand employment applications per
year. To date the department has never disposed of these records
which have been accumulated. They as:e filed in storage by year and
i by position. Considering the number of years these records have
been accumulated and the attendant cost to the city to prepare them
for storage and -naintain them in storage, this activity is considered
to be uneconomical. Therefore, the Personnel Department comes to
the council with this request. In addition to the City Council
adopting the attached resolution, providing for authority to destroy
these files, the department also needs the written consent of the
City Attorney. A copy of the City Attorney's consent expressed in a
memorandum form is attached. This action is in keeping with the
provisions of the State of California Government Code, Section 34090,
as well as the provisions of Title 29; Chapter 14, Code of 'Federal
Regulations, Section 1602.3, Local Government Recordkeeping. This
request further coincides with currenL practices of other major
cities in the County of San Diego and the City of San Diego and the
City of El Cajon. If the council concurs in the recommendation of
staff, it is requested that they adopt the attached resolution..
Exhibit
.1. City Attorney memorandum to Personn:�j Director.
2. Resolution No.
Recommendation
Adept Resolution No. -(p pa9
Council Action:
1-2-80 Council adopted Resolution 6039, authorizing the destruction of
certain rites.
w
MEMORANDUM
DATE December 20, 1979
TO Personnel Director
FROM City Attorney
SUBJECT: CONSENT TO DESTROY OBSOLETE EMPLOYMENT APPLICA-
TIONS AND ELIGIBILITY LISTS
The City Attorney consents to the destruction of employ—
ment lications and eligibility lists held by the
P Sonnej Depart
,Fent,and meted prior to January 1, 1978.
8y Daykl' . e�aN% kc
1 RESOLUTION NO. 6039
2 A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING
THE DESTRUCTION OF FILES.
4 WHEREAS, the maintenance of accumulated obsolete employment
5 applications and eligibility lists is uneconomical; and
6 WHEREAS, once expired these applications and lists cannot
7 be'used; and
8 WHEREAS, all employment applications and eligibility lists
9 made prior to January 1, 197a, are of no further use to the City;
10 ani
11 WHEREAS, this authorization is in compliance with the State
12 of California Government Code, Section 34090 and Title 29, Chapter
13 i4, Code of Federal Regulations, -Section 1602.3, Local Government
14 Recordkeeping;
i5 NOW, THEREFORE, BE IT RESOLVED by the City Counoi,l of the
16 City of Carlsbad, as follows:
17 1. That the above recitat'ons are true and correct.
18 2. That the Personnel Department has authority to move from
19I its files all employment applications and rm to ent eligibility
p ym g Y
20 lists dated earlier than January 1, 1978, for the purpose t,f I
21 destroying them.
22 PASSED, APPROVED, AND ADOPTED at a regular meeting of the
23 City Council of the City of Carlsbad, California, on the 2nd day
24 of January , 1980, by the following vote, to wit:
25 AYES: Councilmen Packard, Skotnicki, Anear, Lewis and
NOES: None Councilwoman Casler
26 ABSENT: None
27 ATTEST: ti�:.ti= ��-i�/G�.�.C�•
/ RONALD C. PACKARD, Mayor
ALETHA L. RAUTENKRANZ, City C k
(SEAL)