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Request No. 09REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Request No. 09 This Request for Authority to Destroy Obsolete Records is made pursuant to the: Gilroy Records Retention Guidelines adopted February 3, 2014, by City Council Resolution No. 2014 -11 I hereby request destruction of the records identified on the "Destruction of Obsolete Records Inventory," attached hereto as Exhibit "A." The records identified on Exhibit "A" will be referred to as "Obsolete Records." I have reviewed the Obsolete Records and hereby certify that the "record series numbers," "office of record/title & content of record ", and "dates of records ", identified on Exhibit "A" attached hereto, accurately and completely describe the Obsolete Records. ds Retention Guidelines, the City is no longer required to retain these Obsolete Date I hereby certify that I have reviewed the Request for Destruction of Obsolete Records Inventory (Exhibit "A "), and, to my knowledge, the Obsolete Records Inventory does not identify any records which the City is required to retain in accordance with the City Records Retention Guidelines. Subject to the consent by the City Attorney as provided with the adoption of Resolution 2014 -11, I hereby consent to destruction of the Obsolete Records. Bas yd upon the types of documents included in the Obsolete Records Inventory, the method of destruction shall be: / Shredding ��// , Recycling , RME Destruction [to be inserted by City Clerk] I hereby Ao0ent to des f mcVoVof the Obsolete Records � r � I� 4814 - 2150- 91442 LAM04706083 DESTRUCTION OF OBSOLETE RECORDS INVENTORY Page 1 of 3 BOX NO. RECORD SERIES NO. OFFICE OF RECORD /TITLE.& CONTENT OF RECORD (refer to retention schedule) DATE OF RECORDS (From, To, D /Mo/Yr REQUIRED RETENTION DATE OF DESTRUCTION CONFIDENTIAL YES/NO TYPE OF MEDIA SERIES Recruitment File - Firefighter / Paramedic I/II 1.2/12 2 years 12/18/15 Yes Paper NO. Recruitment File - PSC — FT — PT 1/13 2 years 12/18/15 Yes Paper Recruitment File- Firefighter 111I 2/13 2 years 12/18/15 Yes Paper Recruitment File- Fire Chief 2/13 2 years 12/18/15 Yes Paper Recruitment File - Planning Div M[gr. 2/13 2 years 12/18/15 Yes Paper Recruitment File - Fire Chief 3/13 2 years 12/18/15 Yes Paper Recruitment File- GangPrevention Coordinator 3/13 2 years 12/18/15 Yes Paper Recruitment File - Police — AG 4/13 2 years 12/18/15 Yes Paper Recruitment File- Fire Engineer 5/13 2 years 12/18/15 Yes Paper Recruitment File - Police Records Tech 5/13 2 years 12/18/15 Yes Paper Reserve Officer I, II, 111 5/13 2 years 12/18/15 Yes Paper _ Recruitment File - Housing and Community Develop College Intern 6/13 2 years 12/18/15 Yes Paper Recruitment File - Rec Leader I — Afterschool Program 6/13 2 years 12/18/15 Yes Pape Recruitment File - Lead Recreation Leader — Senior Center 6/13 2 years 12/18/15 Yes Paper Recruitment File - IT Manager 6/13 2 years 12/18/15 Yes Paper Recruitment File - Pool Cashier / Registration Asst. 6/13 2 years 12/18/15 Yes Paper Recruitment File -- Lead Recreation Leader 6/13. 2 years 12/18/15 Yes Paper Recruitment File - Lifeguard I / Assistant Instructor 6/13 2 years 12/18/15 Yes Paper Recruitment File - Assistant Pool Manager 6/13 2 years 12/18/15 Yes Paper Recruitment File - Lifeguard 11 / Instructor 6/13 2 years t 12/18/15 Yes Paper- Inventory completed byHuman Resources and Risk Management staff— King, Contreras, Egli, Horta, McPhillips; approved by McPhillips Date — January 12, 2016 RECORD OFFICE OF RECORD /TITLE & CONTENT OF DATE OF REQUIRED DATE OF CONFIDENTIAL TYPE OF SERIES RECORD (refer to retention schedule) RECORDS RETENTION DESTRUCTION YES/NO MEDIA NO. (From, To, D /Mo/Yr) Recruitment File - Summer Aquatics 6/13 2 years 01/13/2016 Yes Paper Inventory completed byHuman Resources and Risk Management staff— King, Contreras, Egli, Horta, McPhillips; approved by McPhillips Date — January 12, 2016 DESTRUCTION OF OBSOLETE RECORDS INVENTORY Page 2 of 3 Inventory completed byHuman Resources and Risk Management staff— King, Contreras, Egli, Horta, McPhillips; approved by McPhillips Date — January 12, 2016 Recruitment File - Engineer I FT 7/13 2 years 01/13/2016 Yes Paper Recruitment File — Police Officer — Lateral 7/13 2 years 01/13/2016 Yes Paper Recruitment' File — Police Officer — AC 7/13 2 years 01/13/2016 Yes Paper Recruitment File - Planner I 8/13 2 years 01/13/2016 Yes Paper Recruitment'File - Engineer I — PT 8/13 2 years 01/13/2016 Yes Paper Recruitment File - Planner I 8/13 2 years 01/13/2016 Yes Paper Recruitment File - Accounting Tech 10113 2 years 01/13/2016 Yes Paper Recruitment File - Rec Leader II —Youth Sports 10/13 2 years 01/13/2016 Yes Paper Recruitment File - Early Childhood Recreation/ Asst. Instructor 10/13 2 years 01/13/2016 Yes Paper Recruitment File - Maintenance Work Asst. 10/13 2 years 01/13/2016 Yes Paper Workers Compensation File — Ben Alvarez 17/10/08— 08/11/08 6 yrs 01/13/2016 Yes Paper Workers Compensation File — John Espinoza 08/06/80— 14/11/04 6 yrs 01/13/2016 Yes Paper Workers Compensation File — Joe,Barrientez 07104n8— 08/03/02 6 yrs 01/13/2016 Yes Paper Workers Compensation File — Steven Beams 25/11/08 6 yrs 01/13/2016 Yes Paper Workers Compensation File — Dan Farnsworth 01/11/06— deceased 6 yrs 01/13/2016 Yes Paper Workers Compensation File — Sharon Fuqua 02/11/03 6 yrs 01/13/2016 Yes Paper Workers Compensation File WC —Moe McHenry 10/12/86- 10/12/96 6 yrs 01/13/2016 Yes Paper Workers Compensation File — Baffera, Joe 24/04/07— 15/06/07 6 yrs 01/13/2016 Yes Paper Workers Compensation File — Lynn Lawrence 01/12/97- 20/01/98 6 yrs 01/13/2016 Yes Paper Workers Compensation File — Elaine Vega 25/03/03 — 08/04/05 6 yrs 01/13/2016 Yes Paper Workers Compensation File — Donald Popma 03/08/93- 21/02/01 6 yrs 01/13/2016 Yes Paper Workers Compensation File - Ben Wilson 07/07/06— 14/07/06 6 yrs 01/13/2016 Yes Paper Workers Compensation File — Karen Pogue 10/03/87 — 02/09/05 6 yrs 01/13/2016 Yes Paper Inventory completed byHuman Resources and Risk Management staff— King, Contreras, Egli, Horta, McPhillips; approved by McPhillips Date — January 12, 2016 DESTRUCTION OF OBSOLETE RECORDS INVENTORY Page 3 of 3 Inventory completed byHuman Resources and Risk Management staff— King, Contreras, Egli, Horta, McPhillips; approved by McPhillips Date — January 12, 2016 Workers Compensation File — Lupe Perez 13/06/84 — 6 yrs 01/13/2016 Yes Paper 28/09/05 Workers Compensation File —Roger Maggio 14/09/99 6 yrs 01/43/2016 Yes Paper Liability Claims — Hinman, Ivey, Haro, Eaglin, 8/9/2008— 5 years 01/13/2016 Yes Paper Velas uez, Trejo, Plane Crash at SCRWA facility 1/5/2009 Liability Claims — Allivato, Griffith, Thomasson, Villa, 7/1/2009— 5 years 01113/2016 Yes Paper Mercury Insurance, Aguilar, Eigleberry, Apartments, 14/12/2010 Alvarez, Clark, Ballard, Garcia, Robeson, Willard, Atencio, Perez, Sakamoto, Mercurio, Verizon, Alonzo, Martinez, Wagner, Landeros, Gibbons, Clark, Progressive Insurance, Resendiz, Alarcon, Giardian, Thornberry FT Employee Files 2008 and 2009 6 years 01/13/2016 Yes Paper o Jon Bui separation • David Chulick dates • Dan Farnsworth o Susan Andrade -Wax • Sergio Avila • Tinamarie Becerra • Cindy Emch • Raul Hernandez Liability Claims — Castle, CSAA for Johnson, Dalcin, 5/2/2008— 5 years 01/13/2016 Yes Paper Fanthrope, Flores, Ford, Garcia, Hernandez, Hughes, 20/4/2009 Hughes, Keller, Kings Rest Motel, Murphy, Nguyen, Nunez, Pacheco, Sanchez, Salazar, Keenan for Sanchez, Trejo, Bollinger, Dahm, Filice, Filice & Co, Hutchinson, Johnson, Nuno, Palma, Spencer Inventory completed byHuman Resources and Risk Management staff— King, Contreras, Egli, Horta, McPhillips; approved by McPhillips Date — January 12, 2016