HR - Request No. 2018-001 REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS
Request No. 'A
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 ereby certify that,based upon the Records Retention Guidelines,the City is no longer required to retain these Obsolete
R cords. --
\ ics-)1 ! 1'6
KS :ff Member`Recdrds 1 anager D to
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]
I herey consent to destructio,n of the Obsolete Records
/,/ t:),77 /
/;/ ,j, ,, / / ,- ,i, ,
',-// (/-6/(41/,' ',/b /// / Ai/ e
c ity Clerk i ;; Date
4814-2150-9144v2
LAC104706083
DESTRUCTION OF OBSOLETE RECORDS INVENTORY
.. DATE OF
RECORD OFFICE OF RECORD/TITLE&CONTENT'OF RECORD(refer RECORDS REQUIRED ' DATE OF CONFIDENTIAL TYPE OF
BOX# SERIES# to retention schedule) (From,To, RETENTION DESTRUCTION
" ( (YES/NO) MEDIA
Dy/Mo/Yr)
Part-time Employee Files
- Adelman,Andrew Nov-11 6 years _ 12/22/2017 - - Yes _ Paper
Alvial,Lizanne Apr-11 6 years 12/22/2017 Yes Paper
Cockerille,Annie Dec-11 6 years 12/22/2017 Yes Paper
Cornaggia,Lacey May-11 6 years 12/22/2017 Yes Paper
Cornell,Diana Oct-11 6 years 12/22/2017 Yes Paper
Gonzales,Gena Dec-11 6 years 12/22/2017 Yes Paper
Hernandez,Gabriela May-11 6 years 12/22/2017 Yes Paper
Gilleland,Michelle Aug-11 6 years 12/22/2017 Yes Paper
Birrell,Billy Aug-11 6 years 12/22/2017 Yes Paper
Baty,Lauren Aug-11 6 years 12/22/2017 Yes Paper
Dover,Lindsey Aug-11 6 years 12/22/2017 Yes Paper
Copado,Adriana Nov-11 6 years 12/22/2017 Yes Paper
Garcia; Greg Dec-11 6 years 12/22/2017 Yes Paper
Trujillo,Christina Dec-11 6 years 12/22/2017 _ Yes Paper
Villarreal,Nicole Dec-11 6 years 12/22/2017 Yes Paper
Solorzano,Lucy Apr-11 6 years 12/22/2017 Yes Paper
Smith,Nicole Jul-11 6 years 12/22/2017 Yes Paper
Tomorug,Marta Aug-11 - 6 years 12/22/2017 . Yes Paper
Mariscal,Rachel Nov-11 6 years 12/22/2017 Yes Paper
Rianda,Robin Dec-11 6 years 12/22/2017 Yes Paper
Stephens,Jordan Dec-11 6 years 12/22/2017 Yes Paper
Full-time Employee Files
c-artman,Craig Dec-10 6 years 12/22/2017 Yes Paper
Hughes,Daniel 0 Dec-1'1 6 years 12/22/2017 Yes Paper
Bustillos,Carrie May-11 _ 6 years 12/22/2017 Yes Paper
Bozzo,Edward Dec-11 6 years 12/22/2017 Yes Paper
Provost,Noel Jun-11 6 years 12/22/2017 Yes Paper
Glines,Gayle Apr-11 6 years 12/22/2017 Yes Paper
Inventory completed by Human Resources and Risk Mangement staff-King,Contreras,Kim,Horta,McPhillips;approved by McPhillips
Date-January 26,2018
Page 1 of 4
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
Ward,Phyllis 12/11.- 12/17 6 years 12/22/2017 Yes Paper
Spencer,Keith 6/08 -6/15 6 years 12/22/2017 Yes Paper
Newell,Randy 3/11 - 3/17 6 years 12/22/2017 • Yes Paper
Seaton,Vicki 1/09 - 1/15 6 years 12/22/2017 Yes Paper
•
Sakahara,Kathy 6/00 -6/06 6 years 12/22/2017 Yes Paper
Benefit Plan Invoices
AFLAC FY 10/11 - 11/12 5 years 12/22/2017 Yes - Paper
Ca1PERS Medical FY 10/11 - 11/12 5 years 12/22/2017 Yes Paper
MHN FY 10/11 - 11/12 5 years 12/22/2017 Yes Paper
Delta Dental FY 10/11 - 11/12 5 years 12/22/2017 Yes Paper
Delta Care FY 10/11 - 11/12 5 years 12/22/2017 Yes • Paper
Fire LTD FY 10/11 - 11/12 5 years 12/22/2017 Yes Paper
Fire Station House Fund FY 10/11 - 11/12 5 years 12/22/2017 Yes Paper
FortDearBorne FY 10/11 - 11/12 5 years 12/22/2017 Yes Paper
Myers, Steven&Toohey FY 10/11 - 11/12 5 years 12/22/2017 Yes _ Paper
The Standard Life Ins.FYI 10/11 - 11/12 5 years 12/22/2017 Yes Paper
EyeMed FYI 10/11 - 11/12 5 years 12/22/2017 Yes Paper
York Insurance FY Nov-12 5 years 12/22/2017 Yes Paper
ICS Workers Comp FY 10/11 - 11/12 5 years 12/22/2017 Yes Paper
Inventory completed by Human Resources and Risk Mangement staff-King,Contreras,Kim,Horta,McPhillips;approved by McPhillips
Date-January 26,2018 Page 2 of 4
•
DES'T'RUCTION 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 File-Police Officer Trainee Feb-15 2 years 12/22/2017 Yes Paper
Recruitment File- Senior Planner Jan-15 2 years 12/22/2017 Yes Paper
Recruitment File-Maintenance Worker Asst. Feb-15 2 years 12/22/2017 Yes Paper
Recruitment File-Reserve Police Officer Apr-15 2 years 12/22/2017 Yes Paper
Recruitment File-Recreation Specialist PT Temp. Jan-15 2 years 12/22/2017 Yes Paper
Recruitment File-Facility Superintendent Mar-15 2 years 12/22/2017 . Yes Paper
Recruitment File-Police Officer(All Levels) Dec-15 2 years 12/22/2017 . Yes Paper
Recruitment File-IT Tech I/II - Feb-15 2 years 12/22/2017 _ Yes Paper
Recruitment File-Building Inspector II Mar-15 2 years 12/22/2017 Yes Paper
Recruitment File- Software Systems Administration Mar-15 2 years 12/22/2017 Yes Paper
Recruitment File-Police Records Technician I Mar-15 2 years 12/22/2017 Yes Paper
Recruitment File-Engineer I - Dec-14 2 years 12/22/2017 Yes Paper
Recruitment File-Recreation Specialist _ Jul-15 2 years _ 12/22/2017 _ Yes Paper
Recruitment File-IT Tech I/II Jul-15 2 years 12/22/2017 Yes Paper
_Recruitment File-HR College Intern Apr-15 2 years 12/22/2017 • Yes Paper
Recruitment File-Budget Analyst. Apr-15 2 years 12/22/2017 Yes Paper
Recruitment File-PT Water Conservation Officer Jul-15 2 years 12/22/2017 Yes Paper
Recruitment File-Lead Recreation Leader Jan-14 2 years ' 12/22/2017 Yes Paper
Recruitment File- Senior Planner Mar-15 2 years 12/22/2017 Yes Paper
Recruitment File-Code Enforcement Officer Apr-15 2 years 12/22/2017 Yes Paper
Recruitment File-Accounting Technician May-15 2 years _ 12/22/2017 Yes _ Paper _
Recruitment File-Planning Division College Intern May-15 2 years 12/22/2017 .Yes Paper
Recruitment File-Public Info Tech Sep-15 2 years. 12/22/2017 Yes Paper
Recruitment File-PSC PT _ Jan-15 2 years _ 12/22/2017 Yes Paper
Recruitment File-Rec.Dept.College Intern Jan-15 2 years 12/22/2017 Yes Paper
Recruitment File-Police Dept.College Intern May-15 2 years 12/22/2017 Yes Paper
Recruitment File-Building Division College Intern May-15 2 years 12/22/2017 Yes Paper
Recruitment File-PSC FT Jun-15 2 years 12/22/2017 Yes Paper
Recruitment File-FT PSC Dec-15 2 years 12/22/2017 _ Yes Paper
Recruitment File- Summer Aquatics . Apr-15 2 years 12/22/2017 Yes Paper
Recruitment File-Police Officer Trainee
•
Dec-15 2 years 12/22/2017 Yes. Paper
Recruitment File-DSO 0 Dec-15 _ 2 years _ 12/22/2017 Yes _ Paper
Recruitment File-Maintenance Worker I - .Oct-15 ‘ 2 years 12/22/2017 _ Yes Paper
Recruitment File-Recreation Specialist 'Dec-15 2 years 12/22/2017. Yes Paper
Inventory completed by Human Resources and Risk Mangement staff-King,Contreras,Kim,Horta,McPhillips;approved by McPhillips
Date-January 26,2018 Page 3 of 4
•
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 File-Building Inspector I/II Dec-15 2 years 12/22/2017 Yes Paper
Recruitment File-Maintenance Worker Asst. Nov-15 2 years 12/22/2017 Yes Paper ,
Recruitment File-Engineer I - Jun-15 2 years 12/22/2017 Yes Paper
Recruitment File-Rec. Specialist–Cultural Arts Dec-15 2 years 12/22/2017 Yes Paper
Recruitment File-DSO PT Jun-15 2 years 12/22/2017 Yes Paper
Recruitment File-Office Assistant I Nov-14 2 years 12/22/2017 Yes Paper
Recruitment File-Office Assistant I(PT) Dec-14 2 years 12/22/2017 Yes _ Paper
Recruitment File-Office Assistant I(Limited Term) Mar-15 2 years 12/22/2017 Yes Paper
Recruitment File-Office Assistant I Aug-15 2 years 12/22/2017 Yes Paper
Recruitment File-HR Assistant I(Temp PT) Nov-15 2 years 12/22/2017 . Yes Paper
Recruitment File-Reserve Police Officer Apr-15 2 years 12/22/2017 Yes Paper
Inventory completed by Human Resources and Risk Mangement staff-King,Contreras,Kim,Horta,McPhillips;approved by McPhillips
Date-January 26,2018 Page 4 of 4