HR - Request No. 2020-001REQUEST 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.
I hereb certify that, based upon the Records. Retention Guidelines, the City is no longer required to retain these Obsolete
Recor s.
( - Zk bo
Staff mber/Records Manag 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. 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]
1
I herebent to
ity C rk
of the Obsolete Records
o211D)aV,--)0
Date
4814-2150-91442
LAC104706083
DESTRUCTION OF OBSOLETE RECORDS INVENTORY
DATE OF
BOX# RECORD OFFICE OF RECORD/TITLE & CONTENT OF RECORD (refer
RECORDS
REQUIRED
DATE OF
CONFIDENTIAL
TYPE OF
SERIES # to retention schedule)
(From, To,
RETENTION
DESTRUCTION
(YES/NO)
MEDIA
Dy/Mo/Yr)
Recruitment Files
Recruitment File - Recreation Leader (ASP) I
Jul-17
2 years
12/18/2019
Yes
Paper
Recruitment File - Recreation Leader II Youth Services (PT) I
Feb-17
2 years
12/18/2019
Yes
Paper
Recruitment File - Recreation Specialist Cultural Arts (PT) I
Jul-17
2 years
12/18/2019
Yes
Paper
Recruitment File - Recreation Leader II Youth Services (PT)
Feb-17
2 years
12/18/2019
Yes
Paper
Recruitment File - Recreation Leader (ASP) I
Jul-17
I 2 years I
12/18/2019
Yes
Paper
Recruitment File - Recreation Manager
Sep-16
I 2 years I
12/18/2019
Yes
Paper
Recruitment File - Recreation Leader UII (ASP) I
Oct-17
I 2 years I
12/18/2019
Yes
Paper
Recruitment File - Recreation Leader (ASP)
Nov-17
I 2 years I
12/18/2019 I
Yes
Paper
Recruitment File - Recreation Specialist
Dec-16
I 2 years I
12/18/2019 I
Yes
Paper
Recruitment File - Recreation Specialist Senior Center I
Jun-17
I 2 years I
12/18/2019 I
Yes
Paper
Recruitment File - Recreation Leader UII Youth Services
Mar-16
I 2 years I
12/18/2019 I
Yes
I Paper
Recruitment File - Recreation Coordinator
Oct-16
I 2 years I
12/18/2019 I
Yes I
Paper
Recruitment File - Accounting Assistant I
Jan-17
I 2 years I
12/18/2019 I
Yes I
Paper
(Recruitment File - Building Inspector I
Mar-17
I 2 years I
12/18/2019 li
Yes I
Paper
(Recruitment File - Senior Civil Engineer I
Feb-17
I 2 years I
12/18/2019 I
Yes I
Paper
(Recruitment File - Senior Civil Engineer I
Feb-17
I 2 years I
12/18/2019 I
Yes I
Paper
(Recruitment File - Senior Maintenance Worker
Jan-17
I 2 years I
12/18/2019 I
Yes I
Paper
(Recruitment File - Senior Planner I
Oct-17
li 2 years li
12/18/2019 I
Yes
Paper
(Recruitment File - Administration College Intern I
Mar-17
I 2 years I
12/18/2019 I
Yes I
Paper
(Recruitment File - Building Inspector I I
Mar-17
I 2 years I
12/18/2019 I
Yes I
Paper
(Recruitment File - Recreation Leader UII - Summer Day Camps I
May-17
I 2 years
12/18/2019 I
Yes I
Paper
(Recruitment File - Recreation Leader UII - Summer Sports Camps
May-17
I 2 years ,
12/18/2019 I
Yes I
Paper
(Recruitment File - Violence Prevention College Intern ,
Mar-17
I 2 years I
12/18/2019
Yes I
Paper
(Recruitment File - Water Conservation Officer (PT) I
Aug-17
I 2 years I
12/18/2019
Yes I
Paper
(Recruitment File - Police Officer Lateral I
Jun-17
I 2 years I
12/18/2019 I
Yes li
Paper
(Recruitment File - HR College Intern
Mar-17
I 2 years I
12/18/2019 I
Yes I
Paper
(Recruitment File - Fellowship - City Administration ,
Mar-17
I 2 years I
12/18/2019 I
Yes I
Paper
(Recruitment File - Engineering Division College Intern I
Mar-17
I 2 years I
12/18/2019 I
Yes I
Paper
(Recruitment File - Accounting Assistant (PT)
Oct-16
I 2 years I
12/18/2019 I
Yes I
Paper
Recruitment File - Community Coordinator I
Sep-17
I 2 years I
12/18/2019 I
Yes I
Paper
IRecruitment File - Engineer I I
Apr-17
i 2 years I
12/18/2019 I
Yes I
Paper
Inventory completed by Human Resources and Risk Management staff- Contreras, Croce, Kim, Kim, McPhillips; approved by McPhillips
Date - December 18, 2019 Page 1 of 5
DESTRUCTION OF OBSOLETE RECORDS INVENTORY
BOX# RECORD OFFICE OF RECORD/TITLE & CONTENT OF RECORD (refer
SERIES # to retention schedule)
Recruitment File - Hazardous Materials Inspector
Recruitment File - Management Analyst - Recreation
Recruitment File - Management Analyst - City Admininstration
Recruitment File - Lead Recreation Leader
Recruitment File - Detention Services Officer
Recruitment File - Deputy Fire Marshal
Recruitment File - Deputy Director of Public Works
Recruitment File - Early Childhood Recreation Instructor
Recruitment File - Early Childhood Assistant Instructor
Recruitment File - Finance Manager
Recruitment File - Maintenance Worker Assistant
Recruitment File - Fire Division Deputy Chief
Recruitment File - Deputy City Clerk
Recruitment File - Community Service Officer
Recruitment File - City Engineer / Traffic Engineer
Recruitment File - Planning Intern
Recruitment File - Police Officer
Recruitment File - Maintenance Worker I
Recruitment File - Office Assistant Temp (PT)
Recruitment File - Maintenance Worker Assistant
Recruitment File - Permit Technician
Recruitment File - Planner I
Recruitment File - Police Officer Trainee
(Recruitment File - Police Records Technician
I (Recruitment File - Police Records Technician
(Recruitment File - Police Records Technician
(Recruitment File - Police Officer Trainee
(Recruitment File -Public Safety Communicator Trainee
I (Recruitment File - Clerical High School Work Experience
I (Recruitment File - Executive Assistant to City Administrator
(Recruitment File - PT Office Assistant I - Community Development
(Recruitment File - Office Assistant I
(Recruitment File - IT Applications Analyst
IRecruitment File - HR Analyst
DATE OF
RECORDS
REQUIRED
(From, To,
RETENTION
Dy/Mo/Yr)
Apr-17
2 years
Aug-16
2 years
Aug-16
2 years
Nov-16
2 years
Aug-16
2 years
Aug-16
2 years
Jul-18
2 years
May-17
2 years
Aug-17
2 years
Aug-17
2 years
Aug-17
2 years
Aug-17
2 years
Sep-17
2 years
Sep-17
2 years
Jul-17
2 years
Apr-17
2 years
Jan-16
2 years
Nov-16
I 2 years
Feb-17
2 years
Dec-16
I 2 years
Mar-17
2 years
May-17
2 years
Oct-16
2 years
Apr-16
2 years
Apr-17
2 years
Jun-16
I 2 years
Jul-17
I 2 years
Apr-16
I 2 years
Aug-16
I 2 years
Feb-16
I 2 years
Jan-16
I 2 years
May-13
I 2 years
Nov-16
I 2 years
Sep-17
I 2 years
DATE OF CONFIDENTIAL TYPE OF
DESTRUCTION (YES/NO) MEDIA
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/1019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
I Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
I Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019
Yes
Paper
12/18/2019 I
Yes
I Paper
12/18/2019 I
Yes
I Paper
12/18/2019
Yes
I Paper
12/18/2019
Yes
I Paper
12/18/2019
Yes
I Paper
12/18/2019 I
Yes
I Paper
12/18/2019 I
Yes
I Paper
12/18/2019 I
Yes
I Paper
12/18/2019 I
Yes
I Paper
12/18/2019 I
Yes
I Paper
12/18/2019 I
Yes
I Paper
Inventory completed by Hunan Resources and Risk Management staff - Contreras, Croce, Kim, Kim, McPhillips; approved by McPhillips
Date - December 18, 2019 Page 2 of 5
DESTRUCTION OF OBSOLETE RECORDS INVENTORY
DATE OF
BOX# RE CORD OFFICE OF RECORD/TITLE & CONTENT OF RECORD (refer RECORDS REQUIRED DATE OF CONFIDENTIAL TYPE OF
SERIES # to retention schedule) (From, To, RETENTION DESTRUCTION (YES/NO) MEDIA
Dy/Mo/Yr)
Recruitment File - Police Captain Apr-15 2 years 12/18/2019 Yes Paper
Part-time Employee Files
Alvarez-Lemus, Evelyn - Recreation Leader I
Avina, John - Custodian
Balagso, Albert - Recreation Manager/Gang Prevention Coordinator
Bravo, Jessica Marie - Office Assistant I
Chapa, Isabel - Pool Cashier Registration Assistant
Cornell, Diana - Building Inspector I
Drysdale, Christopher - Recreation Leader H - Youth/Adult Sports
Ealy, Farin - Lead Recreation Leader - Youth Center
Estrada, Alicia Maria - Recreation Leader I - After School Program
Estrada, Stephanie - Recreation Leader H - Playgrounds
Fernandez, Jasmine - Lifeguard I / Assistant Instructor
(Galloway, Jonathan - Lifeguard I / Assistant Instructor
(Garcia, Natalie - Lifeguard I / Assistant Instructor
Gobea-Mendoza, Esmeralda - Lifeguard I / Instructor
Gordillo, Rebecca Lynne - Aquatic Instructor
Hathaway, Sally Jean - Public Safety Communicator
Howson, William - Maintenance Worker Assistant
Jenkins, Joanna - Lifeguard I / Assistant Instructor
Knutson, Kooper - Lifeguard H / Instructor
Lagunes-Mendoza, Andy - Recreation Leader I
Mariscal, Dorothy Ann - Recreation Leader II - Playgrounds
Marquez, Bella - Lifeguard I / Assistant Instructor
Meditch, Sandra - Engineer I (PT) Temp
Moore, Jonathan Thaddeus - Reserve Police Officer Level II
Newton, Katherine Kelly - Recreation Leader H
jPeddie, Devon - Lifeguard II/Instructor
Pete, Rory J. - Maintenance Worker Assistant
Reimer, Brendan J. - Lifeguard I / Assistant Instructor
IRocha-Fernandez, Erik - Maintenance Worker Assistant
Stenehjem, Beverley A. - Human Resource Analyst
ITellez, Amanda - Recreation Leader II - After School Program
4/13/10 - 9/15/13
6 years
12/18/2019
Yes
Paper
7/13/81 - 10/19/13
6 years
12/18/2019
Yes
Paper
4/09/12 - 9/19/13
6 years
12/18/2019 I
Yes
Paper
5/28/13 - 6/24/13
6 years
12/18/2019
Yes
Paper
5/16/13 - 7/09/13
6 years
12/18/2019
Yes
Paper
5/14/13 - 12/19/13
6 years
12/18/2019
Yes
Paper
6/17/13 - 9/06/13
6 years
12/18/2019
Yes
Paper
3/21/12 - 11/15/13
6 years
12/18/2019
Yes
Paper
1/14/13 - 12/18/13
6 years
12/18/2019
Yes
Paper
6/13/11 - 8/28/13
6 years
12/18/2019
Yes
Paper
6/17/13 - 8/18/13
6 years
12/18/2019
Yes
Paper
5/15/13 - 9/01/13
6 years
12/18/2019
Yes
Paper
5/16/13 - 9/01/13
6 years
12/18/2019
Yes
Paper
6/17/13 - 9/01/13
6 years
12/18/2019
Yes
Paper
5/24/08 - 1/01/13
6 years
12/18/2019
Yes
Paper
6/10/13 - 6/24/13
6 years
12/18/2019
Yes
Paper
1 12/03/12 - 9/20/13 1
6 years
1 12/18/2019
Yes
Paper
1 5/15/13 - 8/18/13
6 years
12/18/2019
Yes
Paper
1 5/15/13 - 8/21/13
6 years
12/18/2019
Yes
Paper
1 9/26/12 - 3/14/13
6 years
12/18/2019
Yes
Paper
6/18/07 - 7/22/13
6 years
12/18/2019
Yes
Paper
5/16/13 - 9/01/13
6 years
12/18/2019
Yes
Paper
5111110 - 9/13/13
6 years
12/18/2019
Yes
Paper
5/21/12 - 8/19/13
6 years
12/18/2019
Yes
Paper
11/07/12 - 5/31/13
6 years
12/18/2019
Yes
Paper
5/16/13 - 8/09/13
6 years
12/18/2019
Yes
Paper
1 10/15/12 - 2/15/13 1
6 years
1 12/18/2019 1
Yes
I Paper
5/15/13 - 8/25/13 1
6 years
12/18/2019
Yes
Paper
4/15/13 - 8/18/13 1
6 years
12/18/2019
Yes
Paper
12/4/11 - 5/16/13 I
6 years
12/18/2019
Yes
Paper
6/17/13 - 8/20/13 I
6 years
12/18/2019
Yes
Paper
Inventory completed by Human Resources and Risk Management staff- Contreras, Croce, Kim, Kim, McPhillips; approved by McPhillips
Date - December 18, 2019 Page 3 of 5
DESTRUCTION OF OBSOLETE RECORDS INVENTORY
DATE OF
BOX# CORD OFFICE OF RECORD/TITLE & CONTENT OF RECORD
(refer RECORDS
REQUIRED
DATE OF
CONFIDENTIAL
TYPE OF
SERIES # to retention scliedule)
(From, 'l o,
RETENTION
DESTRUCTION
(YES/NO)
MEDIA
Dy/Mo/Yr)
Valencia, Joseph R. - Sidewalk Program Intern
14/09/12 - 2/06/13
6 years
12/18/2019
Yes
Paper
Williams, Damon - High School Clerical Work Experience
18/17/11 - 9/13/13
6 years
12/18/2019
Yes
Paper
Full-time Employee Files
Camp, Dwane - Network Administrator
1105105 - 6/12/09
6 years
12/18/2019
Yes
Paper
Jaquez, Stuart - Police Officer
5/31/04 - 8/09/13
6 years
12/18/2019
Yes
Paper
Muraoka, Gary - Community Service Officer
6/21/97 - 4/11/13
6 years
12/18/2019
Yes
Paper
Young, Kelly - Public Safety Communicator
6/18/12 - 5/03/13
6 years
12/18/2019
Yes
Paper
Full-time Retired Employee Files
lBarreras, Todd - Operations Supervisor
2/19/02 - 9/20/13
6 years
12/18/2019
Yes
Paper
Bischoff, Paul - Maintenance Worker H
110/15/90 - 7/31/141
6 years
1 12/18/2019 1
Yes
Paper
King, Phil - Fire Division Chief
1 2/17/03 - 12/19/13 1
6 years
1 12/18/2019
Yes
Paper
Maestri, Rosanna - Office Assistant II
1 7/02/01 - 6/07/13 1
6 years
1 12/18/2019
Yes
Paper
Roaf, Marilyn - HCD Grant Coordinator
12/12/01 - 12/30/131
6 years
!1 12/18/2019 1
Yes
Paper
Workers Compensation Files
I
Workers Compensation - Ashford, Kelsey
6/17/05-8/12/10
6 years
12/18/2019
Yes
Paper
l Workers Compensation - Avila, Aaron
9/16/02-1/31/09
6 years
12/18/2019
Yes
Paper
Workers Compensation - Avina, John
7/13/81-10/19/13 I
6 years
I 12/18/2019
Yes
Paper
Workers Compensation - Barrios, Marina
9/23/96-7/01/09 I
6 years
I 12/18/2019
Yes
Paper
Workers Compensation - Bentson, Patricia
9/27/90-8/14/09
6 years
12/18/2019
Yes
Paper
Workers Compensation - Bozzo, David
5/05/73-9/06/05
6 years
12/18/2019
Yes
Paper
Workers Compensation- Catanzano, Bianca
6/18/07-8/15/08
6 years
12/18/2019
Yes
, Paper
Workers Compensation - Devlin, Stanley
5/19/95-12/19/13
6 years
12/18/2019
Yes
Paper
Workers Compensation - Felice, Kelly
7/09/01-6/24/13
6 years
12/18/2019
Yes
Paper
Workers Compensation - Goold, Patrick J.
1/04/12-7/31/12
6 years
12/18/2019
Yes
Paper
Workers Compensation - Horta, Gilbert
1 12/13/70-10/31/05 1
6 years 1
12/18/2019 1
Yes
Paper
Workers Compensation - Hathaway, Taryn
4/01/91-8/02/13
6 years
12/18/2019
Yes
Paper
Workers Compensation - Maestri, Rosanna
7/02/01-6/07/13
6 years
12/18/2019
Yes
Paper
Workers Compensation - Martin, Jackie
6/05/67-9/17/12
6 years
12/18/2019
Yes
Paper
Workers Compensation - Monsour, Theresa
9/17/93-8/26/03
6 years
12/18/2019
Yes
Paper
(Workers Compensation - Muraoka, Gary
6/21/97-5/03/13
6 years
12/18/2019
Yes
Paper
Inventory completed by Human Resources and Risk Management staff - Contreras, Croce, Kim, Kim, McPhillips; approved by McPhillips
Date - December 18, 2019 Page 4 of 5
DESTRUCTION OF OBSOLETE RECORDS INVENTORY
DATE OF
BOX# RECORD OFFICE OF RECORD/TITLE & CONTENT OF RECORD (refer
RECORDS
REQUIRED
DATE OF
CONFIDENTIAL
TYPE OF
SERIES # to retention schedule)
(From, To,
RETENTION
DESTRUCTION
(YES/NO)
MEDIA
Dy/Mo/Yr)
_
Workers Compensation - Ohara, Sean
10/22/07-1/31/09
6 years
12/18/2019
Yes
Paper
Workers Compensation - Watson, Ruth
3/29/05-12/09/08
6 years
12/18/2019
Yes
Paper
City of Gilroy & Firefighters IAFF Local 2805 City Exhibits
I 2006
2+ years
12/18/2018
Yes
Paper
Volume I (2 binders)
City of Gilroy & Firefighters IAFF Local 2805 Interest Arbitration
2006
2+ years
12/18/2019
Yes
Paper
Union Documents Submitted at pre -hearing conference (2 binders)
City of Gilroy & Firefighters Iaff Local 2805 City Exhibits
2006
2+ years
12/18/2019
Yes
Paper
Volume II (2 binders)
City of Gilroy/IAFF Local 2805 (Interest Arbitration) Proposed
2006
2+ years
12/18/2019
Yes
Paper
Joint Exhibits (1 binder)
City of Gilroy & Firefighters IAFF Local 2805 Union Documents
2006
2+ years
12/18/2019
Yes
Paper
submitted at pre -hearing conference (1 binder)
Inventory completed by Human Resources and Risk Management staff - Contreras, Croce, Kim, Kim, McPhillips; approved by McPhillips
Date - December 18, 2019 Page 5 of 5