A RESOLUTION OF THE CITY COUNCIL OF HOMER, ALASKA AMENDING THE OFFICIAL RECORDS RETENTION SCHEDULE FOR THE CITY OF HOMER REGARDING PERSONNEL, PLANNING, POLICE DEPARTMENT, PORT/HARBOR AND PUBLIC WORKS DEPARTMENT.
WHEREAS, the Official Retention Schedule is reviewed annually and updated as needed pursuant to Homer City Code 2.08.010(g); and
WHEREAS, a Records Liaison Meeting was held March 21, 2001; and
WHEREAS, Memoranda have been received from Port/Harbor and Personnel regarding suggested amendments and a written request from the Police Department; and
WHEREAS, the Planning Department and Public Works Department requested some amendments during the Records Liaison meeting.
NOW, THEREFORE, BE IT RESOLVED by the Homer City Council that the City of Homer's Official Retention Schedule is hereby amended as follows:
PERSONNEL
| Basic Employee Data Employee Hiring
Information
Name, address, SSN, I-9 work permits for minors, Health and Driver Questionnaire, AAE, Drug Free Workplace forms. |
off 3
vlt 0 csf 0 total 3 note comment |
Keep longer of 3 years from date of employment or one year after employment terminates. FRR |
| Polygraph test results & records including
reasons for administering.
All medical testing for employees - hearing tests, pulmonary tests etcetera. |
off 3
vlt 0 csf 0 total 3 off T vlt 1 csf 9 totalT+10 |
Keep 3 years from date
polygraph test administered.
Polygraph records are maintained by the Police Department. |
| Health, Medical & Safety Data
Job related injuries and illnesses logs with dates and summaries details of accidents. Audiometric test results. Requests for accommodation of disability. Medical exams used for employment. Toxic substance exposure records. Blood-borne pathogen exposure records Health & Exposure Files Hazardous Materials Exposures, Health Records, Workman's Comp. Claims, Inoculation Records, Health Exposure Records |
off 5
vlt 0 csf 0 total 5 off C T + 10 vlt 0 csf 0 total C T + 10 off 1 vlt 0 csf 0 total 1 off T vlt 0 csf 0 totalT+30 or 40 Workman's Comp 5 years. |
Keep 5 years from the end of
calendar year in which record
was made.
Keep as long as person is employed. Audiometric test results. Keep requests for disability one year from date record was made or one year from date of relevant personnel action, whichever is later. May be retained in personnel file. T = after no longer a volunteer or employee Workman's Comp keep 5 years pursuant to Public Law 91-596. Rest retain 40 years or Termination plus 30 years, whichever is longer. |
| CDL holders
Drug/Alcohol testing Pre-employment, random, post accident, return to duty and reasonable suspicion. Log book. |
off 5
vlt 0 csf 0 total 5 |
Keep 5 years from the end of calendar year in which record was made. |
| Leave Records
Requests for leave for salaried employees. |
off 3or
A vlt 0 csf 0 total3orA |
A=leave audit (conducted by
personnel)
Maintained in the City Manager's Office. Leave accrued and used are a part of payroll records. |
| Individual Personnel Case Files
Should contain application for employment or resume, personnel actions, evaluation reports, letters of commendation or reprimand, and other documents related to employment. |
off T
vlt 1 csf 9 totalT+10 |
T = termination of employment. Retain for a longer period of in Employee History Card is kept. |
| Service Record Card Employment Historical
Data.
Abstract of data on each employee such as dates of employment, promotions, demotions, salary. |
off P
vlt 0 csf 0 total P |
Database. Micromedia. |
| Applications for Employment (not hired)
Hand written notes of interviewer should be
included. Lists of candidates. Test Answer
Sheets and Score Sheets and results.
Eligible Lists Lists of qualified candidates for positions Worked Eligible Lists Lists of qualified candidates showing interviewers notes related to the interest of each candidate for the position and also showing in summary form the results of each interview. |
off 1
vlt 1 csf 0 total 2 off 2 vlt 0 csf 0 total 2 off 2 vlt 0 csf 0 total 2 |
|
| Salary Schedules | off P
vlt 0 csf 0 total P |
Micromedia |
| Recruitment bulletins. History. | off 10
vlt 0 csf 0 total 10 |
|
| Job Descriptions and Job Class
Specifications.
Descriptions of specific duties. Established minimum qualifications for each job or job class and examples of duties. |
off P
vlt 0 csf 0 total P |
Micromedia |
| Organization Charts | off P
vlt 0 csf 0 total P |
Micromedia. |
| Classification/
Reclassification Action Case Files: Documents changes in job class. |
off T
vlt 2 csf 0 total T+2 |
T=position abolished. |
| EEO and Affirmative Action Records
Compliance reports, action plans, complaints, etc. |
off 2
vlt 3 csf 0 total 5 |
|
| In service and Employee Training Records
Significant training should be documented in the individual personnel case files. |
off T
vlt 1 csf 0 total T+1 |
|
| Training Course Development Records | off 3
vlt 2 csf 0 total 5 |
|
| Personnel Rules, Policies and Procedures | off P
vlt 0 csf 0 total P |
Personnel Office. City Clerk's Office Files. Micromedia. |
| Master Examination File
Samples of each test or examination (oral or written)used in the selection and rating process for prospective employees. Includes answer key. |
off C
vlt 0 csf P total P |
|
| Test Answer Sheets and Score Sheets and Results | off 2
vlt 0 csf 0 total 2 |
|
| Eligible Lists
Lists of qualified candidates for positions |
off 2
vlt 0 csf 0 total 2 |
|
| Worked Eligible Lists
Lists of qualified candidates showing interviewers notes related to the interest of each candidate for the position and also showing in summary form the results of each interview. |
off 2
vlt 0 csf 0 total 2 |
|
| Grievance Case Files | off T
vlt 1 csf 9 totalT+10 |
T= final settlement of the case. |
| Arbitration Decisions | off 1
vlt 1 csf P total P |
Micromedia. |
| Unfair Labor Practice Complaints | off T
vlt 0 csf 5 total T+5 |
T = final settlement |
| Employee Review Committee | off C
vlt 0 csf P total P |
Micromedia. |
| Disciplinary Action Files | off T
vlt 5 csf 0 total T+5 |
T = settlement of case for action |
| Health & Exposure Files
Hazardous Materials Exposures, Health Records, Workman's Comp. Claims, Inoculation Records, Health Exposure Records |
off T
vlt 0 csf 0 totalT+30 or 40 Workman's Comp 5 years. |
T = after no longer a
volunteer or employee
Workman's Comp keep 5 years pursuant to Public Law 91-596. Rest retain 40 years or Termination plus 30 years, whichever is longer. |
PLANNING AND ZONING
| Enforcement Case Files
Documents complaints and action taken to enforce Planning and Zoning regulations. |
off P 2
vlt 0 csf 0 total P 2 |
Active Office Files. |
POLICE DEPARTMENT
| Police Reports (Minor)
Reports on such types of activities as abandoned vehicles or structures, bicycle theft, breathalyser use, misdemeanor thefts, misdemeanor arrests, daily field activity, radio logs, injuries, community liaison. |
off 2 5
vlt 0 csf 0 total 2 5 |
or four years in department. |
| Police Reports (Major)
Reports on such types of activities as felony arrests, firearm purchases, escapes, substance abuse, traffic accidents with injuries and/or, child or sexual abuse, etc. |
off 10
vlt 0 csf 0 total 10 |
Department decides where file will be maintained. |
| Citations (Litter, Animal, etc) all | off 3 1
vlt 7 csf P total P 1 |
Micromedia. |
| Administrative Police Records:
Level One: correspondence, memorandums, press releases, daily activity reports, other misc. records not requiring long term retention Level Two: statistical reports and information, personnel records(training, background investigation, applications, etc.),department training records (class outlines, attendance records, in-service training records, etc.), evidence and property logs. |
off 1 2
vlt 0 csf 3 total 3 2 off P vlt 0 csf 0 total P |
Micromedia. |
| Dispatcher logs | off 5
vlt csf total 5 |
PORT/HARBOR
| Port/Harbor Standard Operations Procedures | off P
vlt 0 csf 0 total P |
Micromedia |
| Port/Harbor Tariff | off P
vlt 0 csf 0 total P |
Micromedia. Maintained in the City Clerk's Office. |
| Inspection Reports
Specific to the Port/Harbor areas and the Spit: Harbor Officer Daily Log, HCF, OSHA Crane Reports, DEC Reports. |
off 7
vlt 0 csf 0 total 7 |
HCF - Harbor Check Form
OSHA - Occupational Safety and Health Administration. DEC is the Department of Environmental Conservation (State and Federal) |
| Camping fees and Parking fees | off T
vlt 0 csf 10 totalT+10 |
T = expiration of permit or
license
Public Works Department |
| Geologic Data Records
Dredging Records, etc. |
off T
vlt 0 csf 0 total T |
T = until superseded. |
| Stall Waiting List | off 10
vlt csf total 10 |
|
| Stall Waits List Book | off P
vlt csf total P |
|
| Transient Moorage Agreements | off 3
vlt csf 4 total 7 |
|
| Bill Records - docks, electricty, grids - including any applications for metered power/notification of vacancy, SECOM | off 3
vlt csf total 3 |
|
| Reserved Stall Moorage Agreements | off 3
vlt csf 4 total 7 |
|
| Steel Grid Waiver, Wood Grid Waiver, Crane Use Agreement Application | off P
vlt csf total P |
PUBLIC WORKS
| Public Works Policies and Procedures | off P
vlt 0 csf 0 total P |
Micromedia. |
| Inspection Reports
Building, electrical, Plumbing, etc. |
off 7
vlt 0 csf 0 total 7 |
|
| Engineering Drawings, Maps, Plats
Block and street maps, architectural drawings of tunnels and underground vaults, maps showing subsurface structure of streets, blueprints and as-built drawings of government structures, original street profiles showing grades, original street opening maps, approved city maps and lot plans. |
off T
vlt 0 csf P total P |
T = term or current.
Micromedia as possible. |
| Geologic Data Records
Reports relating to slides, avalanches, borings and drainage, and other subsurface conditions including piling records. |
off T
vlt 0 csf 0 total T |
T = until superseded. |
| Official Maintenance Map | off T/P
vlt 0 csf 0 total T/P |
T = until new map
The original is maintained in the Office of the City Clerk, who coordinates with Public Works and makes the necessary amendments per Ordinance. |
| Sewage Industrial Pretreatment and
Discharge.
Includes: Books, documents, memos, reports, correspondence, all summaries relating to discharge, monitoring, sampling and chemical analysis made by or on behalf of the user in connection with its discharge. All records pertaining to administrative adjustment, enforcement or litigation actions brought by the City. |
off 3
vlt 0 csf 0 total 3 |
Each user required to retain and preserve pursuant to HCC 14.05.325 and 40 CRF 403.12 |
| Airport Records including but not limited to contracts, leases and maintenance. | off C
vlt csf total C |
Contracts are on file in the City Clerk's Office. Leases and subleases are on file in the City Clerk's Office. |
PASSED AND ADOPTED by the Homer City Council this 14th day of May, 2001.
CITY OF HOMER
____________________________
JACK CUSHING, MAYOR
ATTEST:
_________________________________________
MARY L. CALHOUN, CMC, CITY CLERK
Fiscal note: NA
M E M O R A N D U M
TO: MAYOR AND HOMER CITY COUNCIL
FROM: MARY L. CALHOUN, CMC, CITY CLERK
DATE: MAY 7, 2001
SUBJ: RESOLUTION 01-29, Amending the Records Retention Schedule
A Records Liaison meeting was held on Wednesday, March 21, 2001. Some changes were discussed during that meeting and we have received a couple of memos requesting changes, which are attached as backup.
The State Local Government General Records Retention Schedule is being revised this year. I am on the Committee for that revision.
Further revisions will be necessary for compliance with the State L.G. General Records Retention Schedule and to address the changes in City Department responsibilities and duties. We plan to conduct another Records Liaison Meeting. Council's patience regarding these revisions is greatly appreciated.
Some acronyms and abbreviations are used in the retention schedule portion of the Resolution.
FRR - means the Federal Record Keeping Requirements.
C - means Current.
T - means Term
P - means Permanent