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Home My WebLink AboutHR Destruction - 03.10.25City of San Luis Obispo, Human Resources, 990 Palm Street, San Luis Obispo, CA, 93401-3249, 805.781.7250, slocity.org DATE March 13, 2025 TO: Nickole Domini, Director of Human Resources Christine Dietrick, City Attorney Teresa Purrington, City Clerk FROM: Human Resources Records Custodian, Elizabeth Turbow SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy for preservation, protection, and legal disposition of the City’s Records (Resolution No. 9174, 2001 Series), along with a Records Retention policy and schedule update process. In accordance with the currently published policy and schedule, certain records have been identified as eligible for destruction (Attachment A). Also attached are the relevant sections from the currently published records retention schedule (Attachment B). The method of destruction disposal will be via recycling or secure destruction. Please sign below indicating your approval for the destruction of the attached listing of records. (Legal Analyst Review _________) ___________________ Department Head City Attorney City Clerk CERTIFICATE OF DESTRUCTION I, _____________________do hereby certify that the records listed on the attached were properly disposed of on ____________. Attachments: A. List of records to be destroyed B. Relevant sections of the records retention schedule Signature of Record Custodian Destruction Date Initials Docusign Envelope ID: 0D4F98EB-6AA1-4260-8C6E-D2F09C34B545 3/21/25 Attachment A (Records Destruction List) DEPT/DIV and Category ID# Current in YEAR Destroy OK DATE DESCRIPTION / Notes Human Resources/ Labor Negotiations – 500 2007 2012 (CL+5) Labor Negotiations 2005-2007, Barcode 172410 Human Resources/ Labor Negotiations – 500 2011 2016 (CL+5) Labor Negotiations 2011, Barcode 172435 Human Resources/ Insurance/Benefits– 500 2015 2019 (AU+4) COBRA Documents 2014 & 2015, Barcode 215048 Grants/HRC Grants in Aid – 408 2015 2020 (CL+5) Human Relations Communication 2013-2015, Barcode 172436 Human Resources/ Employee Files – 500 2015 2021 (T+6) Terminated Temp Employees 2015, Barcode 172443 Human Resources/ Employee Files – 500 2015 2021 (T+6) Terminated Regular Employees 2015 A-G, Barcode 172444 Human Resources/ Employee Files – 500 2015 2021 (T+6) Terminated Regular Employees 2015 K-T, Barcode 172445 Human Resources/ Recruitment Exam Plans – 500 2015 2021 (CL+6) Recruitment Files 2015 (unsuccessful applicants, Administrative Assistant II- Engineering Technician I), Barcode 215045 Human Resources/ Recruitment Exam Plans – 500 2015 2021 (CL+6) Recruitment Files 2015 (unsuccessful applicants, Environmental Programs Manager- Police Sergeant), Barcode 215046 Human Resources/ Recruitment Exam Plans – 500 2015 2021 (CL+6) Recruitment Files 2015 ((unsuccessful applicants), Ranger Maintenance Worker- Water Distribution System Operator), Barcode 215047 Human Resources/ Employee Files – 500 2016 2022 (T+6) Terminated Temporary Employees 2016, Barcode 215070 Human Resources/ Employee Files – 500 2016 2022 (T+6) Terminated Regular Employees 2016 (A-L), Barcode 215071 Human Resources/ Employee Files – 500 2016 2022 (T+6) Terminated Regular Employees 2016 (M-W), Barcode 215072 Human Resources/ Insurance/Benefits – 500 2017 2021 (AU+4) COBRA Documents 2016 – 2017, Barcode 279894 Human Resources/ Employee Files – 500 2017 2023 (T+6) Terminated Regular Emp 2017 (A-L), Barcode 215083 Human Resources/ Employee Files – 500 2017 2023 (T+6) Terminated Regular Emp 2017 (M-W), Barcode 215084 Human Resources/ Employee Files – 500 2017 2023 (T+6) Terminated Temporary Employee 2017, Barcode 215085 Human Resources/ Insurance/Benefits – 500 2018 2022 (AU+4) COBRA Documents 2018, Barcode 279892 Human Resources/ Employee Files – 500 2018 2024 (T+6) Terminated Regular Employees 2018 S-Z, Barcode 279882 Human Resources/ Employee Files – 500 2018 2024 (T+6) Terminated Regular Employees 2018 M-R, Barcode 279884 Human Resources/ Employee Files – 500 2018 2024 (T+6) Terminated Regular Employees 2018 G-L, Barcode 279886 Human Resources/ Employee Files – 500 2018 2024 (T+6) Terminated Temp Employees 2018, Barcode 279888 Docusign Envelope ID: 0D4F98EB-6AA1-4260-8C6E-D2F09C34B545 Human Resources/ Employee Files – 500 2018 2024 (T+6) Terminated Regular Employees 2018 A-F, Barcode 279890 Human Resources/ Employee Files (Worker’s Compensation) – 500 1993 2024 (T+30) Workers Compensation 1987-1993, Barcode 100868 Docusign Envelope ID: 0D4F98EB-6AA1-4260-8C6E-D2F09C34B545 Attachment B (Relevant Sections) Docusign Envelope ID: 0D4F98EB-6AA1-4260-8C6E-D2F09C34B545 1 Christian, Kevin From:Turbow, Elizabeth Sent:Monday, March 24, 2025 8:25 AM To:Christian, Kevin Cc:Domini, Nickole Subject:2024 Human Resources Records Destruction Attachments:VRC Certificate of Destruction 3-21-25.pdf; VRC Destruction Report.pdf; HR Destruction 03-10-2025.docx.pdf Follow Up Flag:Follow up Flag Status:Flagged Good morning, Kevin, Please see our signed 2024 destruction memo, certificate of destruction, and destruction report. Please note that VRC destroyed 23 out of our 24 boxes, and the remaining 1 was shredded in the Human Resources department. I want to thank you for your help with this project and for the improvements that your team worked to make over the last couple of years. You are so wonderful to work with and I appreciate your expertise! Elizabeth Turbow pronouns she/her/hers Human Resources Specialist Human Resources 994 Mill Street, San Luis Obispo, CA 93401-3249 E eturbow@slocity.org T 805.781.7586 slocity.org Stay connected with the City by signing up for e-notifications :CORDS DESTRUCTION CERTIFICATE AL RECORDS CONTROL COMPANIES VRC Location Date: C of LO sovwre - Zt/2trZ VRC Location Address: Destruction Date: '7j/2l/2JL5 NAID Certified Service: AAA Client Account Number: Record Types Destruction Method: Other - K �p t Total Volume of Records Destroyed Client Department: Date Span Volume: Cubic Feet Linear Feet ❑ Tape/Disc Bins/Containers Other Destruction Authorized by: 64 fl� —T✓r is J vv Volume ❑ Cubic Feet ❑ Linear Feet Tape/Disc Bins Containers Other z3 g o)ce s hereby state the records described above have been destroyed in accordance with the disposal action specified at the top of this form and in adherence with all state and federal laws. Signature: Date: /Zl 2-0Z S Internal Policy Reference Number 900.56 / DEFAGT Printed at: 3/11/2025,8:08:47 PM Page 1 Unified DESTRUCTION REPORT For destruction dates ending 2025 03-17 For Dept: DEFAULT (Cit.y of SLO-Human Resources 10267)) gBG: null (nu11) El i zabeth Turbow 13016700 City of SLO-Human Resources (0257) 994 M111 Sr San Luis obispo, CA. 93401 Box Cust Box ID Site Date Size code Location code Destruction DateBarcode Dept 39337',7 23 T,ABOR NEGOTIATIONS rilffi ililrfliltilil iltililililil tillltil il]39337 7 32 I,ABOR NEGOTIATIONS I ilil ltilt tilt lilfl Iilil ilil illl lllllil ill 39331 7 36 TERMINATED TEMP 39337 7 42 COBRA DOCUMENTS Iililfl ltiltflil ilil Iilililililll tillt]tilt 39337 7 50 TERMINATED TEMPS 3/6/202r 39337757 10/L7 /2O2O TERMINATED REGULAR EMPL. 2016 02 A04A11 3/1"0/2027 02 C03801 c02F13 AT2F1.2 A0 4A1 0 4/27/202L 201,7 A07E08 AOTEOB 3 / 1"7 / 2025 City of ... 3/I7 /2025 City of... 3/L7 /2025 City of... 3/77 /202s City of... 3/77 /2025 Cit.y of... 3/I7 /2025 CiLy of... 3/77 /2025 City of... 3/!7 /2025 City of... 3 /I7 /202s CiLy of... 3 / t7 / 2025 Ci ty of ... 3/I7 /2025 Clty of... 3/\7 /2025 City of... L0/3]-/2020 02 A09F10 r0/26/2O2O 02 Co8C09 39337733 |0/26/2020 02 C0BD08 HRC GRANTS &AMPi AlD CONTRACTS &AMP; APPLICATIONS 70/L7 /2020 02 EMPLOYEES 2015 A0 4A1 1 riltiltililtltil ilIil iltililililltiltilllil ilt 39337737 10/37/2020 TERMINATED REGULAR EMPLOYEES Iillll ltiltllfi ilIil IililIililililtill]ltillilt 3933773A L0/31/2020 02 TERM]NATED REGULAR EMPLOYEES 2015 A0 9H04 I ilil ltilt llilt ilIil Iilil lltil illt tilt tiltillt I llilil ililt tilt ilil ililt ilil ilil ilil til ilt 39337 7 39 RECRUITMENTS 2015 10/20/2o2o 02 C09E02 3/L7 /202s city of... I ADMINISTRATIVE ASSISTANT II - ENGINEERING TECHNICIAN 1 39337740 10/77 /2o2o 02 A13F05 3/77 /202s City of... RECRUITMENTS 2015 I ENVIRONMENTAL PROGRAMS MANAGER POLICE SERGEANT 39337741 3/10/2021 02 c10B05 3/r7 /2025 City of... RECRUTTMENTS 2015 | RANGER MATNTENANCE WORKER - WATER DTSTRTBUTTON SYSTEM OPERATOR I ilil ililt lilt ililt iltil ililt illltilt til il] o2 o2 02 02 o2 I ilil ililt tilt ilil iltil ililll]t tilt lil lilt 39337762 10/1.7 /2020 TERMINATED REGULAR EMPL. 2016 I ililil ilililil rilil il|il ilril illl rill llil llll 39337 7 69 TERMINATED REGULAR EMP r lilfi ililr llilt ilff tilil |llil ililt ilil tilililt 39337770 4/27 /202r TERMINATED REGULAR EMPL. 2017 CusEomer Totals Boxes schedllled for dest-rrrcLion 15 1g q0 frl'11 Mv siqnalure befow denot.es T have reviewed t.he -List. of boxes on this paqe b6xes-as scheQuled or requesL changes (if any) be made Lo Lhe destructionwit-h revised dates. and date aoDrove the deslruction of Lhoses'for those boxes I have marked le Signature I Print.ed Name ft t'-A) Tirle 4l.5'l- 5 Date L5 / DEFAULT ElizabeEh Turbow 13016700 - City of SLO-Human Resources (0267) 994 Mill Sr San Luis Obispo, CA. 93401 Printed at: 3/I7/2025,8:08:47 PM Page 2 uni fied DESTRUCTION REPORT For destruction dates ending 2025-03 L7 For Dept: DEFAULT (ciLy of Slo-Human Resources (0267r) SBG: null (null) Box Barcode Cust Box TD Dat e Size code Location code Destruction Date Dept I Itilt llilt ililt ilfi iltil ilil ilil il] til ilt 39337'111" TERMINATED TEMP. EMP 4/27 /202L 2017 02 A07E08 3/6/2021 02 Co2F13 3/77 /202s CiEy of... 3 / I7 / 2025 Cl ty of ... 3/77 /2025 City of... 3 / 17 / 2025 Ci ty of ... 3/77 /2o2s City of... 3/17 /2025 City of... 3/I7 /2025 ClLy of... CiLy of... 39337 7 7 3 COBRA DOCUMENTS 201,6 - 2017 ililIil ilil rilililil|ililillilililililil ilt I Iilil lll]tilt ilil ililt ilil ililt tilt til lilt 31 913182 4 /27 /2O2r 02 411A06 TERMINATED REGULAR EMPL. 2018 M - R Iililil ilil tiltflil tiltilt] tilttilttil ill 31913191 4/27 /202r TERMINATED REGULAR EMPL. 2018 S - Z 31913\92 TERM]NATED TEMP. EMPL 4/27/2027 2 018 02 A10H10 02 A04A10 31913183 4/27 /2021 02 A11A05 TERM]NATED REGULAR EMPL. 2018 A _ F 31913 187 4 /27 /2027 02 A11A06 TERMINATED REGULAR EMPI,. 2O1B G L 39337665 63 4/5/2027 02 A05C12 3/L7 /2025 Workers Compensation I workers CompensaLion I alternate code: 63 Customer Totals Boxes scheduled for deslruction 21 29.90 fr_(3) Mv siqnature below denoLes I have reviewed the list. of boxes on this paqe and approve the destruction of thoqe t6xei-as scheAufeO oi request changes (if any) be made to the destructi5n daLes-Tor those boxes I have marked with revised dates. f1q obrlh ]l'rv:r,^'\-)lu TirleSignaturePrinted Name qh\'h- Date z5 Box # Barcode Customer Box # 100868 39337665 63 L724LO 39337723 172435 39337732 172436 39337733 L72443 39337736 172444 39337737 172445 39337738 2t5045 39337739 275046 39337740 2L5047 3933774r 215048 39337742 275070 39337760 2t507!3933776L 275072 39337762 215083 39337769 275084 39337770 21s085 3933777L 279882 31913191 279884 319L3L82 279886 3L9L3\87 279888 31913r92 279890 3L913183 279894 39337773