CITY OF HOMER

HOMER, ALASKA



City Clerk



RESOLUTION 04-61



A RESOLUTION OF THE CITY COUNCIL OF HOMER, ALASKA, AMENDING THE PERSONNEL SECTION OF THE RECORDS RETENTION SCHEDULE TO INCLUDE NEW FEDERAL REGULATIONS GOVERNING PRIVACY OF MEDICAL RECORDS (HIPAA PRIVACY REGULATIONS).



WHEREAS, the City of Homer amended the insurance plan on April 1, 2004 to include the new federal regulations governing privacy of medical records (HIPAA Privacy Regulations).



WHEREAS, under HIPAA's privacy rules any required documentation must be retained, either in written or electronic form, for six years from either the date it was created or the date it was last in effect, whichever is later. HIPAA related documents helps employers and plan sponsors make consistent privacy-related decisions, ensuring they can document and support any decisions that are challenged.



NOW, THEREFORE, BE IT RESOLVED by the Homer City Council that the following list of personnel records be amended:



Medical and Life Insurance

Plans, enrollment/termination information, Stop loss information, Pharmacy contracts.

 Off 6

Total 6

 Records must be kept 6 years from date record created or date it was last in effect whichever is later. FRR
Workmans Compensation Job related injuries and illness logs, first report of injuries and medical information. Off 6

Total 6
Job related injuries and illnesses logs with dates and summaries details of accidents. Off 5

Vlt 0

Csf 0

Total +10

 Keep 5 years from the end of calendar year in which record was made.
Workmans Compensation Logs and records pertaining to exposure to toxic substance Off T+30 years

Total T +30 years
CDL holders

Drug/Alcohol testing

 Off 5

Vlt 0

Csf 0

Total 5

 Keep 5 years from the end of calendar year in which record was made.
Commercial Drivers License

Drug and Alcohol Testing Records

 Off 6

Total 6
Leave Records

Requests for leave for salaried employees.

 Off 3 or A

Vlt 0

Csf 0

Total 3 or A

 A=leave audit (conducted by personnel)

Maintained in the City Manager's Office.

Leave accrued and used are a part of payroll records.

Leave Records

Requests for leave for overtime exempt employees

 Off 3 Maintained by City Manager's office.
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

Total T + 10

 T= termination of employment. Retain for a longer period of in Employee History Card is kept.
Personnel Records

Employment records,

applications, resume, personnel actions, commendations and reprimands, other documents related to employment

 Off T

Vlt T+10 years
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.
Employee Historical Data

Employee personal information, work history and salary

 Off P

Total

 Database.
Applications for Employment (not hired) Hand written notes of interviewer should be included. Lists of candidates. Test Answer Sheets and Score Sheets and results. Off 1

Vlt 1

Csf 0

Total 2
Applications for employment not hired, included, testing, interview notes Off 2

Total 2
Salary Schedules Off P

Vlt 0

Csf 0

Total P

 Micromedia
Salary Schedules Off P
Recruitment History. Off 10

Vlt 0

Csf 0

Total 10
Recruitment History Off P
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
Job Descriptions Off P
Organizational Charts Off P

Vlt 0

Csf 0

Total P

 Micromedia.
Organizational Charts Off P
EEO and Affirmative Action Records

Compliance reports, action plans, complaints, etc.

 Off 2

Vlt 3

Csf 0

Total 5
EEO and Affirmative Action Off 5
Records, Compliance reports, action plans, complaints Total 5
Personnel Rules, Policies and Procedures Off P

Vlt 0

Csf 0

Total P

 Personnel Office. City Clerk's Office Files. Micromedia.
Personnel Rules, Policies and Procedures Off P

Total P
Grievance Case Files Off T

Vlt 1

Csf 9

Total T+10

 T=final settlement of the case.
Grievance Files Off T

Vlt T+10 years

 Termination or final settlement + 10 years

Arbitration Decisions Off 1

Vlt 1

Csf P

Total P

 Micromedia.
Arbitration Decisions Off T

Vlt T + 10 years

 Termination or final settlement + 10 years
Unfair Labor Practice Complaints Off T

Vlt 0

Csf 5

Total T+5

 T=final settlement





Unfair Labor Practices Off T

Vlt T + 5 years

 Termination or final settlement + 5 years
Employee Review Committee Off C

Vlt 0

Csf P

Total P

 Micromedia.
Employee Review Committee Off P





















PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF HOMER, ALASKA, this _________ day of __________________, 2004.



CITY OF HOMER











_______________________________________

JACK CUSHING, MAYOR

ATTEST:











____________________________________

MARY L. CALHOUN, CMC, CITY CLERK



Fiscal Note: NA









































jj-06/23/04