HomeMy WebLinkAbout2025 HR Change Justification Memo
April 7, 2025
TO: Teresa Purrington, City Clerk
Christine Dietrick, City Attorney
FROM: Human Resources Records Custodian, Elizabeth Turbow
SUBJECT: MODIFICATION TO RECORDS RETENTION SCHEDULE REQUEST
In accordance with federal, state, and local regulations the following records titles should be
added to the City’s Records Retention Schedule.
Record
Series Record Title Retention
Period
Dept.
Responsible
Code Section/
Remarks
500 Publicly
Available Pay
Schedule
S+5 Human
Resources
CalPERS Guidance,
California Code of
Regulations Title 2,
Section 570.5
500 Employment
Development
Department
Work
Opportunity
Tax Credit
Documents
(Certified)
CL+5 Human
Resources
EDD Guidance,
IRS Recordkeeping
Publication 15
(2025), certification
is complete on the
date of written
certification from
EDD
500 Employment
Development
Department
Work
Opportunity
Tax Credit
Documents
(Revoked or
Denied)
CL+1 Human
Resources
EDD Guidance,
IRS Recordkeeping
Publication 15 (2025)
500 Grievance
(Employee –
closed prior to
termination)
T+6 Human
Resources
GC12946(b)
500 Grievance
(Employee –
closed after
termination)
CL+10 Human
Resources
GC12946(b)
Docusign Envelope ID: 9080B258-AD6E-42A2-901D-917B981FD698
500 Grievance
(Other)
CL+10 Human
Resources
GC12946(b)
Please add the additional example record type “Investigation” as indicated in red to the existing
schedule item.
500 Employee Files
/ Personnel
Files (Non-
Medical:
includes but not
limited to -
Discrimination
Complaint,
Employee
Discipline,
Tuition
Reimbursement,
Investigation)
T+6 Human
Resources
29CFR1627.3 /
SLOMC11.04.010(H)
/ 29CFR1602.31 / 8
CCR3204(d)(1),/
GC12946 / GC34090
/ 29USC1113
Justification for Modification:
The Human Resources Department holds confidential paperwork regarding employee
information, and it is the department’s responsibility to have a records retention schedule
that aligns with state and federal requirements. The Human Resources Department is
requesting to add the above modifications to ensure a clear schedule and to minimize
misunderstanding. Additionally, it is the responsibility of the Human Resources Department
to maintain records based on external agency’s records retention requirements. By adding
these items to the City schedule, it will keep the City retention responsibilities in one
location and will enhance transparency for the public.
The Clerk’s office is responsible for modifying the posted and retained Records Retention
Policy.
APPROVAL
Please sign below indicating your approval for the addition of the above listed records titles.
(Legal Analyst Review )
Department Head City Attorney City Clerk
Docusign Envelope ID: 9080B258-AD6E-42A2-901D-917B981FD698