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HomeMy WebLinkAbout1983-11-15; City Council; 7546; Destroy files requestCITI OF CARLSBAD - AGENDI. BILL AB# 715 -YG DEPT. PER MTG.11/15/83 TITLE DEPT. HD.,JL- CITY MGR.& REQUEST FOR AUTHORITY TO DESTROY FILES CITY A‘TlYm RECOMMENDED ACTION: Adopt Resolution No. 7370 . ITEM EXPLANATION: The Personnel Department of the city requests authority to destroy applications and employment eligibility lists dated prior to September 1, 1981. The Personnel Department as a result of recruiting accumulates three to four thousand applications per year. These are filed and stored by year and position. Maintaining these unnecessary records is uneconomical. In order to destroy these records the Personnel Department needs City Council approval and the written consent of the City Attorney. This action is required by State of California Government Code, Section 34090 as well as Title 29, Chapter 14, Code of Federal Regulations, Section 1602.3, Local Government Recordkeeping. This request coincides with the practices of other cities and the county. FISCAL IMPACT: Fiscal impact is negligible in that files are usually burned by city firefighters at Station No. 1. The reduction of file space requirements provides some cost savings. EXHIBIT : Resolution No. 73Yo authorizing the destruction of files. I ? I r- 1 2 3 4 5 6 7 a 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 2a - & RESOLUTION NO. 7390 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF FILES. WHEREAS, the maintenance of accumulated obsolete employment ipplications and eligibility lists is uneconomical; and WHEREAS, once expired these applications and lists cannot be sed; and WHEREAS, all employment applications and eligibility lists made prior to October 1, 1981, are of no further use to the city; and WHEREAS, thi’s authorization is in compliance with the State ,f California Government Code, Section 34090 and Title 29, Chapter -4, Code of Federal Regulations, Section 1602.3, Local Government lecordkeeping : NOW, THEREFORE, BE IT RESOLVED by the City Council of the :ity of Carlsbad, as follows: 1. That the above recitations are true and correct. 2. That the Personnel Department has authority to move from .ts files all employment applications and employment eligibility !ists dated earlier than October 1, 1981, for the purpose of iestroying them. PASSED, APPROVED, AND ADOPTED at a regular meeting of the :ity Council of the City of Carlsbad, California, on the 1st )f , 1983, by the following vote, to wit: AYES: Council Manbers Casler, lewis, Kulchh, Chick and Prescott NOES: None ABSENT: None iTTEST : (SEAL) I b* Outdated pamphlets--PERS Benefits Recruitment applications, advertising, and data for job place- ment for the following titles: Title Date Recreation Supervisor I Sweeper Operator Receptionist/Cashier Librarian 111 Engineering Tech. I1 Principal Planner Maintenance Electrician I Accountant Assistant Planner Fire Engineer Clerk Typist Sr. Police Officer Library Assistant I Sr. Construction Inspector Assistant Civil Engineer Reference Librarian Sr. Engineering Aide Administrative Assistant I1 Transportation Engineer Fire Captain Firefighter Secretaty I Steno Clerk I1 Secretary Water Sys. Mech. Maint. Street Maint. Wkr. I11 Maintenance Electrician I Accountant Communications Opr. I Util. Supt. Tour Guide Administrative Asst. I1 Police Lieutenant Maint. Wkr. I Clerk Typist I Steno Clerk I1 Secretary I1 Sr. Police Officer Park Planner Police Sergeant 10/81 7/81 6/81 9/80 1/8 0 12/79 10/79 3/80 7/80 5/80 9/79 1/80 11/79 '4/79 10/79 9/78 4/79 7/81 3/79 12/80 5/80 2/81 2/81 9/79 2/80 12/79 4/81 11/81 4/81 3/79 10/78 6/81 4/81 8/79 10/81 7/80 10/80 9/81 1/81 7/81 10/25/83 3