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HR - Request No. 1 (2016)REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Request No. / 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. certify that, based upon the Records Retention Guidelines, the City is no longer required to retain these Obsolete ,ft �� lvq�--� 111111-7 mber/kec'o`rds Man er Dale I hereby certify that I have reviewed the Request for Destruction of Obsolete Records Inventory (Exhibit "X'), 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. Based 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] 4814 - 2150- 91442 LAM04706083 Mete Records /////X/7 Date DESTRUCTION OF OBSOLETE RECORDS INVENTORY BOX# RECORD SERIES # OFFICE OF'RECORD /TITLE & CONTEN:T:OYRECORD (refer- to retention, schedule). DATE OF RECORDS (From, To,, D /Mo/Yn REQUIRED RETENTION: DATE' OF DESTRUCTIONS CONFIDENTIAL {YES%NO) TYPE OF MEDIA ' Recruitment File - Maintenance Worker I Oct -13 2 years 12/9/2016 Yes _ Paper Recruitment File - HCD Grant Coordinator Feb -14 2 years 12/9/2016 Yes Paper Recruitment File - Accountig Assistant I (,P/T-) Feb -14 2 years 12/9/2016 Yes Paper Recruitment File - Police Officer (All Levels) • Feb -14 2 years 12/9/2016 Yes Paper Recruitment File - Permit Technician Dec -13 2 years 12/9/2016 Yes Paper Recruitment File - Planning Technician Feb -14 2 years 12/9/2016 Yes Paper Recruitment File - Police Officer (All Levels) May -14 2 years 12/9/2016 Yes Paper Recruitment File - Police Officer (All Levels) Jul -14 2 years 12/9/2016 Yes Paper Recruitment File - Police Officer (All Levels) Oct -14 2 years 12/9/2016 Yes Paper Recruitment File - Senior Civil Engineer Apr -14 2 years 12/9/2016 Yes Paper Recruitment File - Custodian (P /T) Feb -14 2 years 12/9/2016 Yes Paper Recruitment File - Operations Services Supervisor Apr -14 2 years 12/9/2016 Yes Paper Recruitment File - Community Services Officer Jan -14 2 years 12/9/2016 Yes Paper Recruitment File - Public Safety Communicator Aug -14 2 years 12/9/2016 Yes Paper Recruitment File - Public Safety Communicator Feb -14 2 years 12/9/2016 Yes Paper Recruitment File - Public Safety Communicator Jul -14 2 years 12/9/2016 Yes Paper Recruitment File - Public Safety Communicator (P /T) Nov -13 2 years 12/9/2016 Yes Paper Recruitment File - Public Safety Communicator (P /T) Feb -14 2 years 12/9/2016 Yes Paper Recruitment File - Planner I (Temp -P /T) May -14 2 years 12/9/2016 Yes Paper Recruitment File - College Intern BLES May -14 2 years 12/9/2016 Yes Paper Recruitment File - College Intern Cultural Arts Apr -14 . 2 years 12/9/2016 Yes Paper Recruitment File - College Intern Human Resources May -14 2 years 12/9/2016 Yes Paper Recruitment File - Fire Division Chief Apr -14 2 years 12/9/2016 Yes Paper Recruitment File - Public Safety Communicator Trainee May -14 2 years 12/9/2016 Yes Paper Recruitment File - College Intern Planning May -14 2 years 12/9/2016 Yes Paper Recruitment File - Reserve Police Officer (I. II. III) Apr -14 2 years 12/9/2016 • Yes Paper Recruitment File - College Intern PD Jun -14 2 years 12 /9/2016 Yes Paper Recruitment File - Lead, Recreation Leader (Youth Sports) Jun -14 2 years 12/9/2016 Yes Paper Recruitment File - Recreation Leader II (ASP) Oct -14 2 years 12/9/2016 Yes Paper Recruitment File - Summer Aquatics,(LG 1/II) Mar -14 2 years 12/9/2016 Yes Paper Recruitment File - Summer Aquatics (LG I/II) Apr -14 2 years 12/9/2016 Yes Paper Inventory completed by Human Resources and Risk Mangement staff - King, Contreras, Egli; Horta, McPhillips; app_ roved by McPhillips Date - January 11, 2017 Page 1 of 6 DESTRUCTION OF OBSOLETE RECORDS INVENTORY = - �� RECD + SERIES # I OFr" FILE OF RECORD �_ TLE & CONeTENT OF RECORD' refer , Ito retention schedule) R+ECO DS ' (From, To, ' ItE + + D ItETENTION�;I)ESTRUCTION,' 3' DATE OF: �' r`CONFYIDENTIAL � - , i° (YES/N�O)'f}'�, , TYPE +OF`� 1t i� r f. , MEDIAy, "'I •, BOX# RECORD RIES # Recruitment File - Summer Aquatics (LG l/Il) May -14 2 years 12/9/2016 Yes Paper Recruitment File - Summer Recreation (LRL,'RL I/II) Apr -14 2 years 12/9/2016 Yes Paper Recruitment File - Engineer Tech/ Inspector II Oct -14 2 years 12/9/2016 Yes Paper Recruitment File - Code Enforcement Officer May -14 2 years 12/9/2016 Yes Paper Recruitment File - Building Inspector I - Aug -14 2 years 12/9/2016 Yes Paper 6 years 12/9/2016 Recruitment File - Maintenance Worker Assistant Apr -14 2 years 12/9/2016 Yes Paper 12/9/2016 Yes Recruitment File - Maintenance Worker Assistant May -14 2 years 12/9/2016 Yes Paper Yes Paper Recruitment File - Maintenance Worker Assistant Jul -14 2 years. 12/9/2016 Yes Paper Paper Recruitment File - Maintenance Worker Assistant Aug -14 2 years 12/9/2016 Yes Paper Recruitment File - Senior Planner (Temp -P/T) Aug -14 2 years 12/9/2016 Yes Paper Cooper, Heather Recruitment File - Police Officer Trainee Sep -14 2 years 12/9/2016 Yes Paper Recruitment File - Accounting Assistant I Sep -14 2 years 12/9/2016 Yes Paper Recruitment File - Operations Services Supervisor Dec -14 2 years 12/9/2016 Yes Paper Recruitment File - IT Tech I (P/T) Oct -14 2 years 12/9/2016 Yes Paper Recruitment File - ECR Assistant Dec -14 2 years -12/9/2016 Yes Paper Recruitment File - Supervising Accounting Technician Sep -13 2 years 12/9/2016 Yes Paper Recruitment File - High School Work Experience Student - HR Oct -14 2 years 12/9/2016 Yes Paper Recruitment File - Office Assistant I Nov -14 2 years 12 /9/2016 Yes Paper Recruitment File- Office Assistant I (P/T) Apr -13 2 years 12/9/2016 Yes Paper Recruitment File - Accounting Assistant I (P/T) I Sep -+13 2 years 12/9/2016 Yes Pa er Inventory completed by Human Resources and Risk Mangement staff - King, Contreras, Egli, Horta, McPhillips; approved by McPhillips Date -January 11, 2017 . Page 2 of 6 IF' •, BOX# RECORD RIES # OFFICE RECORDITI.E & C©NToENT ®F RECORD (refer MD REQ 8, D RE�TeENyTION �DA TE�®F CONFJIDENTIAL r� .. '� = +EDIA TYPE OF'IMOjX to retention schedule) DESTRUCTI®N t a S/NO)r 1VI Ti Part- timeEmployee'Files - Aguilar, Jessica 6 years 12/9/2016 Yes Paper Barrios, Marina 6 years 12/9/2016 Yes Paper Boudreault, Jason 6 years 12/9/2016 Yes Paper Bravo, Anthony 6 years 12/9/2016 Yes Paper Camilleri, Chris . 6 years 12/9/2016 Yes Paper Chaisson, Nicole 6 years 12/9/2016 Yes Paper Cooper, Heather 6 years 12/9/2016 Yes Paper Inventory completed by Human Resources and Risk Mangement staff - King, Contreras, Egli, Horta, McPhillips; approved by McPhillips Date -January 11, 2017 . Page 2 of 6 ' DESTRUCTION OF OBSOLETE RECORDS INVENTORY BOX# REC i SER ERD _ OFFICE OF'RECORDo/TITL retention s hednle T OF RECORD refer ( _ ) DATE OF RECORDS';: (From, To, 1 REQUIRED RETENTION; DATE E OF DESTRUCTION CONFIDENTIAL (YES/NO) TYPE OF MEDIA Cornaggia, Thomas 2009 and 2010 separation dates 6 years 12/9/2016 Yes Paper j Dalton, Diane 6 years 12/9/2016 Yes Paper Delgado, Maria 6 years 12/9/2016 Yes Paper Derry, Cayla 6 years 12/9/2016 Yes Paper Dickson, Rebecca 6 years 12/9/201. Yes Paper DiLeonardo, Genevieve 6 years 12/9/2016 Yes Paper Fenston, Alasandro 6 years 12/9/20116 Yes Paper Flemmer, Diane 6 years 12/9/2016 Yes Paper Ginn, Christina 6 years 12/9/2016 Yes Paper Goldsmith, Laurie 6 years 12/9/2016 Yes Paper Guess, Rita 6 years 12/9/2016 Yes Paper Heath, Carissa 6 years 12/9/2016 Yes Paper Herfiled, Colton 6 years 12/9/20116 Yes Paper Hinohosa, Rachel 6 years 12/9/2016 Yes Paper Howard, Thomas 6 years 12/9/2016 Yes Paper Jansky, Rebecca 6 years 12/9/2016 Yes Paper Jefferson; John 6 years 1!2/9/2016 Yes Paper Johnson- Stotler, Sabrina 6 years 12/9/20116 Yes Paper Kwong, Christina 6.years 12420116 Yes Paper Kwong, Katherine 6 years 12'/9/2016 Yes Paper Locke - Paddon, Angela 6 years 12/9/2016 Yes Paper. Manscal, Mark 6 years 12/9/2016 Yes Paper Martin, Daniel 6 years 12/9/2016 Yes Paper McJunkin, Quillan 6 years 12/9/2016 Yes Paper Murphy, Cindy 6 years 12/9/2016 Yes, Paper Olivares, Vince 6 years 12/9/201'6 Yes Paper Rodriguez, Victor 6 years 12/9/2016 Yes Paper Ross, Jasmine 6 years 12/9/2016 Yes Paper Salinas, Everardo 6 years 12/9/2016 Yes Paper Sandoval, Elizabeth 6 years 12/9/2016 Yes Paper Sandoval, Patricia 6 years- 12/9/2016 Yes Paper Teschera, Lydia 6 years 12/9/2016 Yes Paper Trujillo, Brittney 6 years 12/9/20116 Yes Paper Valdez, Louie 6 years 12/9/2016 Yes Paper Inventory complete&by Human Resources and Risk Mangement staff - King, Contreras; Egli; Horta, McPhillips; approved by McPhillips Date - January 1'I, 2017 Page 3 of,6 DESTRUCTION OF OBSOLETE RECORDS INVENTORY BOX# RECORD SERIES # OFFIC «E OF RECOO RD/TITLE &CONTENT OF RECORD (refer to retention schedule) D�A�TE OF R�ECOIS (Fro To, D. /d 75/iYi . REQ E RUN RETiENT +ION DAVE OF DESTRUCTION CONFIDENTIAL (YES/NO) TYPE OF MEDIA Vargas, Frank 6 years 12/9/2016 Yes Paper Full -time Em lo. ee Files '- CLIME Arellano, Guadalupe 2008 and 2010 separation dates 6 years 12/9/2016 Yes Paper Arthur, Andrea 6 years 12/9/2016 Yes Paper Dom; Michael 6 years 12/9/2016 Yes Paper Faus, William (Bill) 6 years 12/9/2016 Yes Paper'. . Garcia, John 6 years 12/9/2016 Yes Paper ., Giusiana, Greggory 6 years 12/9/2016 Yes Paper Hernandez, Jospeh 6 years 12/9/2016 Yes Paper Jatczak, Anna 6 years 12/9/2016 Yes Paper Jeske, Arlene 6 years 12/9/2016 Yes Paper Juarez - Castro, Olga - 6 years 12/9/2016 Yes Paper Krueger, Charlie 6 years 12/9/2016 Yes Paper Marshall, Robert 6 years 12/9/2016 Yes Paper Morrow, Steve 6 years 12/912016 Yes Paper Pogue, Karen 6 years 12/9/2016 Yes Paper Quiroz, Martin 6 years 12/9/2016 Yes Paper Ruigh,Carla 6 years 12/9/2016 _ Yes Paper Sheedy, John 6 years 12/9/2016 Yes Paper Silveira, Jennifer 6 years 12/9/2016 Yes Paper Bac-"rkg'"r•°o nd packet�Not I3ired _ ` ;- :': ,: -�, � �;,�: ��'». �� r_ {.���' � �'..�.�:$r Dufur, Joshua Feb -10 6 years 12/9/2046 Yes Paper McKinniss, Donald Feb -1'0 6 years 12/9/2016 Yes Paper Giuliacci, Kimberly Mar -10 6 years 12/9/2016 Yes Paper Bikul, Javett Jun -10 6 years 12/9/2016 Yes Paper Bracco, Christy Jun -10 6 years 12/9/2016 Yes Paper Watson, Chad Jun -10 6 years 12/9/2016 Yes Paper Barrera, Jose Aug -10 6 years .12/9/2016 Yes Paper Martinez, Armando Aug -10: 6 years 1'2/9/2016 Yes Paper Sheppard, Suzanne Aug -10 6 years 12/,9/2016 Yes Paper Berg, Benjamin Sep -10 6 years 12 /9/2016 Yes Paper Blankswadle, Rosemary Sep-10 6 years 12/9/2016 Yes Paper Inventory completed by Human Resourcc&and Risk Mangement staff - King,.Contreras, Egli, Horta, McPhillips; approved by McPhillips Date - January 111, 2017 Page 4 of 6 DESTRUCTION' OF OBSOLETE RECORDS INVENTORY 1 �iBOx# RECORD SERIES # ; (OFFICE OF RECORD/TITLE & CONTENT OF RECORD refer! I to retention schedule) DATE' OF RECORDS (From, To, D fflo/Yr RE, UIRED Q RETENTION. DATE OF °DESTRUCTION' CONFIDENTIAL (YES/NO) TYPE OF MEDIA Gonzales, Marlene Sep -10 6 years 12/9/201'6 Yes Paper. Thomas, Heidi :Sep-10 6 years 12/9/2016 Yes Paper Vella, Julie Sep -10 6 years 12/9%2016 Yes Paper Zander, David Sep -10 6 years 12/9/2016 Yes Paper Garrett-Frias, Barbara Oct -10 6 years 12/9/2016 Yes Paper Kappen, Ken Oct -10 6 years 12/9/2016 Yes Paper Yasin, Mustafa Oct -10 6 years 12/9/2016 Yes Paper . Goodrich, Chris Nov -10 6 years 12/9/2016 Yes Paper Joins, Scott Nov -10 6 years 12/9/2016 Yes Paper Martinez, Griselda Nov -10 6 years 12/9/2016 Yes Paper Smith, Ryan Nov -10 6 years 12/9/2016 Yes Paper Buckley, Brandon Dec -10 6 years 12/9/2016 Yes Paper Lee, Karen Dec -10 6years 12/9/2016 Yes Paper Lopez, Daniel Dec -10 6 years 12/9/2016 Yes Paper Peterson, Andrew Dec -10 6 years 12/9/2016 Yes Paper Williams, Andrew Dec -10 6 years 12/9/2016 Yes Paper Derousseau, Drew Jan -11 6 years 12/9/2016 Yes Paper Barillas, Carlos Mar -11 6 years 12/9/2016 Yes Paper Benedetti, Tyson Mar -11 6 years 12/9/201'b Yes Paper Cabello, Linda Mar -11 6 years 12/9/2016 Yes Paper Carnyer, Shonn Mar-1 l 6 years 12/9/2016 Yes Paper Grisso, Jeff Mar -11 6 years 12/9/2016 Yes Paper Smith, Nikole Apr -11 6 years 12/9/2016 Yes Paper Brindle, Stacey May -11 6 years 12/9/2016 Yes Paper Kubota, Nicole May -11 6 years 12/9/2016 Yes Paper Shevchenko, Dennis May -11 6years 12/9/2016 Yes Paper Bowen, Keith Jun -11 6 years 12/9/2016 Yes Paper Hedden, Robert Jun -11 6 years 12/9/2016 Yes Paper Lopez, Andrew Jun -11 6 years 12/9/2016 Yes Paper Malborough, Adam Jun -11 6 years 12/9/20 lb Yes Paper Perez, Marcos Jun -11 6 years 12/9/2016 Yes Paper Conant, Kevin Aug -11 6 years 12/9/2016 Yes Paper Dominquez, Dennis Aug -11 6 years 12 /9/2016 Yes Paper Montesano, Brian Aug 1 1 6 years 12/9/2016 Yes Paper Inventory completed by Human Resources and Risk Mangement staff - King, Contreras, Egli, Horta, McPhillips; approved by McPhillips Date -January 11, 2017 Page 5 of 6 DESTRUCTION OF OBSOLETE RECORDS INVENTORY BOX #. RECORD SE_ R1ES1'# ;OFFICE OF RECORD/TITLE & CONTENT OF'RECORD :(refer _; to retention 'schedikO) r) DATE OF RECORDS -. (From, To, D /Mo/Yr) i REQUIRED ! RETENTION ! DATE OF DESTRUCTION ! CONFIDENTUL (YESINO) I TYPE, OF, MEDIA: Eitnier, Lisa Sep -11 6 years 12/9/2016 Yes Paper Felice, Dustin Sep -11 6 years 12/9/2016 Yes Paper Higgins, Kristen Sep -11 6 years 12/9/2016 Yes Paper Medina, Sami Sep -11 6 years 12/9/2016 Yes Paper Weight, Sabrina Sep -11 6 years 12/9/2016 Yes Paper Cook, Nicole Oct -11 6 years 12/9/2016 Yes Paper Farr, Ted Oct -11 6 years 12/9/2016 Yes Paper Orman, Jennifer Oct -11 6 years 12/9/2016 Yes Paper Reynolds, Aimee Oct -11 6 years 12/9/2016 Yes Paper Strichter, Justin Dec -11 6 ears 12/9/2016 Yes Pa er Inventory completed by Human Resources and Risk Mangement staff - King, Contreras, Egli, Horta, McPhillips; approved by McPhillips Date - January 11, 2017 Page 6 of 6