HomeMy WebLinkAbout02/16/1993, C-9 - RECORDS RETENTION AND DISPOSAL POLICY FOR THE FINANCE AND PERSONNEL DEPARTMENTS ���HII��II��IIIIp� �IIIIIIII city o f Sal ! _ JS OBISPO MEETING OA
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COUNCIL AGENDA REPORT ITEM NUMBER:/f
FROM: William C. Statler, Director of Finance W�
Prepared by: Linda Asprion, Revenue Manager,4/
SUBJECT: RECORDS RETENTION AND DISPOSAL POLICY FOR THE FINANCE
AND PERSONNEL DEPARTMENTS
CAO RECOMINIENDATION
■ Adopt a resolution establishing a records retention and disposal policy for the
Finance and Personnel Departments.
■ Approve the "direct recycling" method of disposal for the current backlog of records
at an estimated cost of $1,100.
DISCUSSION
Background
On January 5, 1993, Council approved the records retention schedules for the Finance and
Personnel Departments and requested staff to return with more information on the disposal
of records prior to adopting the resolution establishing the records retention policy. This
report is in response to the Council's request.
Disposal of Records
i
With the adoption of the records retention schedule there are approximately 600 boxes of
records that will no longer need to be stored. After the initial disposal of these 600 boxes,
there will be approximately 80 boxes annually that will require destruction. There are
essentially four methods of records destruction: shredding; hydro-pulping; direct recycling;
and landfill. Each of these methods has been further researched by contacting companies
outside of San Luis Obispo County. The following provides descriptions of each method
along with cost estimates - both for the one-time and the annual disposal.
ShreddbV
Destruction of records by shredding involves moving the records from the storage site to
another location for the shredding to be completed. The vendor actually perform the
shredding at their site and the shredded records would then be recycled. The City will
receive both a Certificate of Destruction and a Certificate of Recycling.
Both vendors we contacted (one in the Los Angeles area and one in the San Francisco Bay
area) are bonded to ensure that the confidential nature of any records they destroy is not
compromised. Additionally, these vendors have equipment that precludes removal of
foreign objects (fasteners, paper clips, etc.) prior to shredding. The cost of this shredding
process,including removal from storage and transporting the records to the vendor's facility,
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110,11111 COUNCIL AGENDA REPORT
is approximately $2,700 for the initial 600 boxes and approximately $300 for the annual
disposal of records.
Ry'dro-Pu1pbW
Destruction of records by bydro-pulping imrolves transporting the records to a facility which
uses water to mulch the paper until it is unreadable. The mulched paper is then recycled.
Again, a Certificate of Destruction and a Certificate of Recycling would be issued and the
vendors contacted are bonded ensuring that the confidential nature of any records is not
compromised. The cost of hydro-pulping, plus the removal from storage and transportation
to the vendor's facility, is approximately $1,450 for the initial 600 boxes and approximately
$350 for the annual disposal of records.
Dbecat Rer WWW
Destruction of records by direct recycling involves the delivery of the records to a site where
a work crew from Friendship School would sort through each file, removing the metal and
other non-recycleable materials. The old library site, which will not be occupied by the
Little Theatre until July, is recommended for this purpose. The work crew would also shred
any payroll and/or personnel records that are of a confidential nature and appropriately
separate and package the paper so that it is properly prepared for the recycler. The
estimated cost for direct recycling, including delivery from storage and the fee charged by
Friendship School, is $1,100 for the initial 600 boxes and $100 for annual disposal. If
properly prepared, there is no cost incurred from the recycler. Because the records would
be handled by an outside vendor who is not bonded, the confidentiality of payroll and
personnel records is a potential concern with this approach. However, based on the
specifics of this option, we do not believe this to be a significant concern.
LandfU
Destruction of records by taking them to a landfill involves the delivery of the records to
the landfill. Transporting the records to the landfill can be performed by City staff. A
Certificate of Destruction is issued by the landfill operator which ensures that the
confidential nature of the records destroyed is not compromised. The cost for the initial
disposal of the 600 boxes, which includes removal from storage and two hours of staff time
and mileage for the City vehicle, is approximately $750. On an annual basis the cost,
including one hour of staff time and mileage for the City vehicle, is approximately $75.
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Nii% COUNCIL AGENDA REPORT
FISCAL IMPACT
The following chart shows a cost comparison among the four methods of record disposal.
Initial Disposal Annual Disposal
(600 boxes) (80 boxes)
Shredding $2,700 $300
Hydro-Pulping $1,450 $350
Direct Recycling $19100 $100
Landfill $ 750 $ 75
Although the landfill option is the .least expensive, the "direct recycling" method is
recommended at this time based on Council direction from their January 5, 1993 meeting.
Depending on the success of this approach in worldng with Friendship School in preparing
the paper documents for recycling, one of the three "recycling" approaches described in this
report will be used in the future.
SUMMARY
With the adoption of the records retention schedule there are approximately 600 boxes of
records that will need to be destroyed initially, and on an annual basis thereafter,
approximately 80 boxes that will require destruction. There are essentially four methods of
records destruction which have been described and priced in this report. As directed by the
Council, the recommended records retention policy has been modified to reflect recycling
of paper documents as the appropriate method.
ATTACHMENT
Resolution authorizing retention schedules.for certain Finance and Personnel records.
EXHIBIT
A. Records Retention Policy for the Finance and Personnel Departments
RESOLUTION NO. (1993 SERIES)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
AUTHORIZING RETENTION SCHEDULES FOR CERTAIN
FINANCIAL AND PERSONNEL RECORDS
WHEREAS, the keeping of certain financial and personnel records is not necessary
after a certain period of time for the effective and efficient operation of the Finance and
Personnel Departments; and
WHEREAS, Section 34090, et seq., of the Government Code of the State of
California provides a procedure.whereby any city record which has served its purpose and
is no longer required maybe destroyed as long as the destruction of said records will not
interfere with the services and functions of the City.
NOW, THEREFORE, the Council of the City of San Luis Obispo finds and resolves
as follows:
SECTION 1. The Records Retention Policy attached hereto (Exhibit A) is hereby
adopted. In accordance with the provisions of said policy, the record retention schedule
shall be implemented on an ongoing basis without further action by the Council.
SECTION 2. The provisions of Section 1 above do not authorize the destruction of:
a. Records affecting the title to real property or liens thereon
b. Court records
C. Records required to be kept by statute
d. Records less than two (2) years old
e. Minutes, ordinances, or resolutions of the City Council of the City of San Luis
Obispo or of any City Board, Committee or Commission.
SECTION 3. Notwithstanding the provisions of Section 2, duplicates of original
records may be destroyed if they are no longer required.
SECTION 4. The term "records" as used herein shall include all publications,
documents, instruments, books, papers, and electronic media.
Upon motion of . seconded by
and on the following roll call vote:
AYES:
NOES:
ABSENT:
the foregoing resolution was adopted this day of 1993.
Mayor Peg Pinard
ATTEST:
City Clerk, Diane Gladwell
AP"PR
City tive Officer
o ey
City Clerk
Director of Finance
Personnel Director
RECORDS RETENTION POLICY
This records retention policy was adopted by the Council on February 16, 1993 and becomes
effective immediately. The policy sets forth guidelines and procedures pertaining to the
retention, purge, and destruction of City records maintained by the Finance and Personnel
Departments. Additionally, this policy includes records retention schedules and the state
and federal codes and statues pertaining to fiscal and personnel records retention.
RECORDS RETENTION
Records retention requirements have been identified for the Finance and Personnel
Departments. Record series (groups of logically related documents) are titled for simplified
records identification. Each record series has been evaluated based upon its administrative,
operational, fiscal, legal and historical value to determine the appropriate retention period.
This evaluation has resulted in the adopted records retention schedule. For each record
series the schedule identifies the following:
■ Record Description. Identifies the type of record to be retained.
■ Office of Record. Indicates the Department which holds the official copy of the
record series.
■ Disposition of Record. Tracks the record from office area to inactive area or to
microfilming.
■ Legal Authonly. Identifies relevant state and federal codes and statutes.
■ Retention Period. Establishes the period of time which the documents must be
retained.
The retention period is indicated by alphanumeric retention codes. The retention codes are
used to indicate when the retention period begins and the length of time the record must
be maintained. The retention code has two components:
The alpha code represents when the retention period beSiym
Au After audit
T Termination of employment or term of document
P Permanent
CD Closing date of recruitment
The numenc code represents the length of time in years that records must be kept after the
retention period begins
For example, a retention code of Au+3 means that a record's retention period begins after
completion of the audit and must be kept for three years thereafter.
0-9-&
RECORDS PURGE
Most finance and personnel records are filed chronologically by year, which facilitates
records purge for destruction. At least annually, each Department is responsible for
reviewing all records listed on their schedule. All records which have reached the end of
their retention period are to be destroyed.
In the case of State grants, care should be exercised to ensure that records are maintained
based on the retention period following the completion of the granting agency's audit rather
than the City's. This is not a concern for Federal grants as they are included in the City's
Single Audit Act reports, which are prepared concurrently with the City's general purpose
financial statements.
APPROVALS
All original records to be destroyed must be listed and approved by the responsible
Department Head, and approved by the City Attorney prior to their destruction.
RECORDS DESTRUCTION
The City has identified that recycling the paper produced from the destruction of these
records is the most appropriate method of disposal. Accordingly, although the specific
method used for destruction shall be at the discretion of the Department Head, it shall
reflect a method of destruction that recycles any paper products and avoids the use of
sanitary landfill sites.
The approved listing of the destroyed documents shall be filed in the Office of the City
Clerk.
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STATE OF CALIFORNIA CODES
Government Section 34090
Allows a city department head to destroy any city records under his or her charge after the
record is no longer required and without making a copy, with the approval of the legislative
body and written consent of the city attorney, provided certain records are not destroyed:
■ Records to title or lien on real property
■ Court records
■ Records required to be kept by statute
■ Records less than two years old
■ Minutes, ordinances, and resolutions.
Government Section 34090.5
Notwithstanding the provisions of Section 34090, the city officer having custody of public
records, documents, instruments, books, and papers, may without the approval of the
legislative body or the written consent of the city attorney, cause to be destroyed any or all
of such records, documents, instruments, books, and papers, if all the following conditions
are complied with:
■ The record, paper, or document is photographed, microphotographed, reproduced
by electronically recorded video images on magnetic surfaces, recorded in the
electronic data-processing system, recorded on optical disk, reproduced on film or
any other medium which does not permit additions, deletions, or changes to the
original document, or reproduced on film, optical disk, or any other medium in
compliance with the minimum standards or guidelines, or both, as recommended by
the American National Standards Institute or the Association for Information and
Image Management for recording of permanent records or nonpermanent records,
whichever applies. --
■ The device used to reproduce such record, paper, or document on film, optical disk,
or any other medium is one which accurately and legibly reproduces the original
thereof in all details and which does not permit additions, deletions, or changes to
the original document images.
■ The photographs, microphotographs, or other reproductions on film, optical disk, or
any other medium are made as accessible for public reference as the original records
were.
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■ A true copy of archival quality of the film, optical disk, or any other medium
reproductions shall be kept in a safe and separate place for security purposes.
However, no page of any record, paper, or document shall be destroyed if any page cannot
be reproduced on film with full legibility. Every such unreproducible page shall be
permanently preserved in a manner that will afford easy reference.
For the purposes of this section, every reproduction shall be deemed to be an original
record and a transcript, exemplification, or certified copy of any reproduction shall be
deemed to be a transcript, exemplification, or certified copy, as the case may be, of the
original.
Government Section 34090.7
Notwithstanding the provisions of Section 34090, the legislative body of a city may prescribe
a procedure under which duplicates of city records less than two years old may be destroyed
if they are no longer required.
For purposes of this section, video recording mediums, such as videotapes and films, shall
be considered duplicate records if the city keeps another record, such as written minutes or
an audio tape recording, of the event which is recorded in the video medium. However, a
video recording medium shall not be destroyed or erased pursuant to this section for a
period of at least 90 days after occurrence of the event recorded thereon.
Government Section 14741
As used in this chapter "record" or "records" means all papers, maps, exhibits, magnetic or
paper tapes, photographic films and prints, punched cards, and other documents produced,
received, owned or used by an agency, regardless of physical form or characteristics. Library
and museum materials made or acquired and preserved solely for reference or exhibition
purposes, and stocks of publications and of processed documents are not included within the
definition of the term "record" or "records" as used in this chapter.
FEDERAL CODES
Citation: 29 USC 255 (a)
255. Statue of limitations.
Any action commenced on or after May 14, 1947, to enforce any cause of action for unpaid
m;nimum wages, unpaid overtime compensation, or liquidated damages, under the Fair
Labor Standards Act of 1938, as amended [29 U.S.C., 201 et seg.], the Walsh-Healey Act
[41 U.S.C. 35 et seg.], or the Bacon-Davis Act [40 U.S.C. 276a et seq.] -
(a) If the cause of action accrues on or after May 14, 1947 - may be commenced within
two years after the cause of action accrued, and every such action shall be forever barred
unless commenced within two years after the cause of action accrued, except that a cause
of action arising out of a wiffW violation may be commenced within three years after the
cause of action accrued.
Citation: 29 CFR 30.8
30.8 Records.
(a) Obligations of sponsors. Each sponsor shall keep adequate records including a
summary of the qualifications of each applicant, the basis for evaluation and for selection
or rejection of each applicant, the records pertaining to interviews of applicants, the original
application for each applicant, information relative to the operation of the apprenticeship
program, including but not limited to job assignment, promotion, demotion, layoff, or
termination, rates of pay, or other forms of compensation or conditions of work, hours
including hours of work and, separately, hours of training provided and any other records
pertinent to a determination of compliance with these regulations, as may be required by
the Department. The records pertaining to individual applicants, selected or rejected, shall
be maintained in such manner as to permit identification of minority and female (minority
and nonminority) participants.
(b) Affirmative action plan. Each sponsor must retain a statement of its affirmative
action plan required by 30.4 for the prompt achievement of full and equal opportunity in
apprenticeship, including all data and analyses made pursuant to the requirements of 30.4.
Sponsors shall review their affirmative action plans annually and update them where
necessary, including the goals and timetables.
(c) Qualification standards. Each sponsor must maintain evidence that its qualification
standards have been validated in accordance with the requirements set forth in 30.5(b).
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(e) Maintenance of records. The records required by this part and any other information
relevant to compliance with these regulations shall be maintained for five years and made
available upon request to the Department or other authorized representative.
Citation: 20 CFR 655.202(b) (7)
655.202 Contents of job offers.
(b) Except when higher benefits, wages or working conditions are required by the
provisions of paragraph (a) of this section, the Administrator has determined that, in order
to protect similarly employed U.S. workers from adverse effect with respect to wages and
working conditions, every job offer for U. S. workers must always include the following
minimal benefit, wage and working condition provisions:
(7) (i) The employer will keep accurate and adequate records with respect to the
workers' earnings, including field tally records, supporting summary payroll records, and
records showing: The nature and amount of the work performed; the number of hours of
work offered each day by the employer (broken out by hours offered both in accordance
with, and over and above, the guarantee); the hours actually worked each day by the worker;
the time the worker began and ended each workday; the rate of pay; the worker's earnings
per pay period; and the amount of and reasons for any and all deductions made from the
worker's wages;
(ii) If the number of hours worked by the worker is less than the number offered in
accordance with the guarantee, the records will state the reason or reasons therefor;
(iii) The records,including field tally records and supporting summary payroll records,will
be made available for inspection and copying by representatives of the Secretary of Labor,
and by the worker and the worker's representatives; and
(iv) The employer will retain the records for not less than three years after the
completion of the contract;
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Citation: 29 CFR 1627.3(b)_ (2).
1627.3 Records to be kept by employers.
(a) Every employer shall make and keep for 3 years payroll or other records for each of
his employees which contain:
(1) Name;
(2) Address;
(3) Date of birth;
(4) Occupation;
(5) Rate of pay, and
(6) Compensation earned each week,
(b)(1) Every employer who, in the regular course of his business, makes, obtains, or uses,
any personnel or employment records related to the following, shall except as provided in
paragraphs (b)(3) and (4) of this section, keep them for a period of 1 year from the date
of the personnel action to which any records relate;
(i) Job applications, resumes, or any other form of employment inquiry whenever
submitted to the employer in response to his advertisement or other notice of existing or
anticipated job openings, including records pertaining to the failure or refusal to hire any
individual,
(ii) Promotion, demotion, transfer, selection for training, layoff, recall, or discharge of
any employee,
(iii) Job orders submitted by the employer to an employment agency or labor organization
for recruitment of personnel for job openings,
(iv) Test papers completed by applicants or candidates for any position which disclose the
result of any employer administered aptitude or other employment test considered by the
employer in connection with any personnel action,
(v) The results of any physical examination where such examination is considered by the
employer in connection with any personnel action,
(vi) Any advertisements or notices to the public or to employees relating to job openings,
promotions, training programs, or opportunities for overtime work.
(2) Every employer shall keep on file any employee benefit plans such as pension and
insurance plans, as well as copies of any seniority systems and merit systems which are in
writing, for the full period the plan or system is in effect, and for at least 1 year after its
termination. If the plan or system is not in writing, a memorandum fully outlining the terms
of such plan or system and the manner in which it has been communicated to the affected
employees, together with notations relating to any changes or revisions thereto, shall be kept
on file for a like period.
(3) In the case of application,forms and other preemployment records of applicants for
positions which are, and are known by applicants to be, of a temporary nature, every record
required to be kept under paragraph (b)(1) of this section shall be kept for a period of 90
days from the date of the personnel action to which the record relates.
(4) When an enforcement action is commenced under section 7 of the Act regarding a
particular applicant or employee, the Commission or its authorized representative may
require the employer to retain any record required to be kept under paragraph (b)(1), (2),
or (3) of this section which is relative to such action until the final disposition thereof.
Citation: 29 CFR 19042
1904.2 Log and summary of occupational injuries and illnesses.
(a) Each employer shall,except as provided in paragraph (b) of this section, (1) maintain
in each establishment a log and summary of all recordable occupational injuries and
illnesses for that establishment; and (2) enter each recordable injury and illness on the log
and summary as early as practicable but no later than six working days after receiving
information that a recordable injury or illness has occurred. For this purpose form OSHA
NO. 200 or an equivalent which is as readable and comprehensible to a person not familiar
with it shall be used. The log and summary shall be completed in the detail provided in the
form and instructions on form OSHA No. 200.
(b) Any employer may maintain the log of occupational injuries and illnesses at a place
other than the establishment or by means of data-processing equipment, or both, under the
following circumstances;
(1) There is available at the place where the log is maintained sufficient information to
complete the log to a date within six working days after receiving information that a
recordable case has occurred, as required by paragraph (a) of this section.
(2) At each of the employer's establishments, there is available a copy of the log which
reflects separately the injury and illness experience of that establishment complete and
current to a date within 45 calendar days.
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Citation: 29 CFR 1904.4
In addition to the log of occupational injuries and illnesses provided for under 1904.2, each
employer shall have available for inspection at each establishment within six working days
after receiving information that a recordable case has occurred, a supplementary record for
each occupational injury or illness for that establishment. The record shall be completed
in the detail prescribed in the instructions accompanying Occupational Safety and Health
Administration Form OSHA No. 101. Workmen's compensation,insurance,or other reports
are acceptable alternative records if they contain the information required by Form OSHA
No. 101. If no acceptable alternative record is maintained for other purposes, Form OSHA
No. 101 shall be used or the necessary information shall be otherwise maintained.
Citation: 29 CFR 1904-6
1904.6 Retention of records.
Records provided for in 1904.2, 1904.4, and 1904.5 (including form OSHA No. 200 and its
predecessor forms OSHA No. 100 and OSHA No. 102) shall be retained in each
establishment for five years following the end of the year to which they relate.
Citation: 29 CFR 1910.20
1910.20 Access to employee exposure and medical records.
(a) Purpose. The purpose of this section is to provide employees and their designated
representatives a right of access to relevant exposure and medical records; and to provide
representatives of the Assistant Secretary a right of access to these records in order to fulfill
responsibilities under the Occupational Safety and Health Act. Access by employees, their
representatives, and the Assistant Secretary is necessary to yield both direct and indirect
improvements in the detection, treatment, and prevention of occupational disease. Each
employer is responsible for assuring compliance with this section, but the activities involved
in complying with the access to medical records provisions can be carried out, on behalf of
the employer, by the physician or other health care personnel in charge of employee medical
records. Except as expressly provided, nothing in this section is intended to affect existing
legal and ethical obligations concerning the maintenance and confidentiality of employee
medical information, the duty to disclose information to a patient/employee or any other
aspect of the medical-care relationship, or affect existing legal obligations concerning the
protection of trade secret information.
(b) Score and application. (1) This section applies to each general industry maritime,
and construction employer who makes, maintains, contracts for, or has access to employee
exposure or medical records, or analyses thereof, pertaining to employees exposed to toxic
substances or harmful physical agents.
(2) This section applies to all employee exposure and medical records, and analyses
thereof, of employees exposed to toxic substances or harmful physical agents,whether or not
the records are related to specific occupational safety and health standards.
(3) This section applies to all employees exposure and medical records, and analyses
thereof, made or maintained in any manner, including on an in-house or contractual (e.g.,
fee-for-service) basis. Each employer shall assure that the preservation and access
requirements of this section are complied with regardless of the manner in which records
are made or maintained.
(c) Preservation of records. (1)Unless a specific occupational safety and health standard
provides a different period of time, each employer shall assure the preservation and
retention of records as follows:
(i) Employee medical records. Each employee medical record shall be preserved and
maintained for at least the duration of employment plus thirty (30) years, except that health
insurance claims records maintained separately from the employer's medical program and
its records need not be retained for any specified period;
(ii) Employee exposure records. Each employee exposure record shall be preserved and
maintained for at least thirty (30) years.
Citation: 41 CFR 29-70.203-2
29-70.203-2 Record retention policy.
The recipient shall retain all records pertinent to a grant or agreement, including financial
and statistical records and supporting documents, for a period of three years, subject to the
qualifications set forth in 29-70.203-3.
29-70-203-3 Retention Periods.
(a) The retention period will begin on the date of submission by the recipient of the
annual or final expenditure report, whichever applies to the particular grant or agreement,
except that the recipient shall retain records for nonexpendable property acquired with
financial assistance awarded by a DOL Agency for a period of three years after final
disposition of the property.
(b) If, prior to the expiration of the three-year retention period, any litigation or audit
is begun or a claim is instituted involving the grant or agreement covered by the records,
the recipient shall retain the records beyond the three-year period until the litigation audit
findings, or claim has been finally resolved.
(c) When records subject to retention requirements are transferred to or maintained by
the DOL, the three-year retention period shall not apply. The recipient need not retain
duplicates of records transferred to or maintained by the DOL.
Citation: 41 CFR 50-201.501
50-201.510 Records of employment.
Every contractor subject to the provisions of the act and this part shall maintain the
following records of employment which shall be available for the inspection and
transcription of authorized representatives of the Secretary of Labor.
(a) Name, address, sex, and occupation of each employee covered by the contract
stipulations;
(b) Date of birth of each employee under 19 years of age; and if the employer has
obtained a certificate of age as provided in 50-201.105, there shall also be recorded the title
and address of the office issuing such certificate, the number of the certificate, if any, the
date of its issuance, and the name, address and date of birth of the minor, as the same
appears on the certificate of age;
(c) Wage-and-hour records for each such employee including the rate of wages and the
amount paid each pay period, the hours worked each day and each week, and the period
during which each such employee was engaged on a Government contract with the number
of such contract. Compliance with this paragraph shall be deemed complete if wage-and-
hour records for all employees in the plant are maintained during the period between the
award of any Government contract and the date of delivery of the materials, supplies,
articles, or equipment: Provided, that where no separate records for employees engaged on
Governmental contracts are maintained, it shall be presumed until affirmative proof is
present to the contrary that all employees in the plant, from the date of award of any such
contract until the date of delivery of the materials, supplies, articles or equipment, were
engaged on such Government contract:
(d) The records required by paragraph (a), (b), and (c) of this section shall be kept on
file for at least 3 years from their last date of entry;
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(e) Basic employment and earnings records: All basic time and earning cards or sheets
of the employer on which are entered the daily starting and stopping time of individual
employees or of separate work forces, or the individual employee's daily, weekly, or pay
period amounts of work accomplished (for example, units produced) when those amounts
determine in whole or in part the pay period earnings or wages of those employees;
(f) Wage rate tables: All tables or schedules of the employer which provide the piece
rates or other rates used in computing straight-time earnings, wages or salary, or overtime
excess compensation:
(g) Work time schedules: All schedules or tables of the employer which establish the
hours and days of employment of individual employees or of separate work forces;
(h) The records required by paragraphs (e), (f), and (g) of this section shall be kept on
file at least two years from their last date of entry or their last effective date whichever is
later.
Citation: 45 CFR 1068.6-APP A
Appendix A-Procedures for obtaining Employer Identification Number and Depositing and
Reporting Withheld Federal Income and Social Security Taxes
assss
Records to be kept. Every employer subject to the employment taxes described in this
attachment is required to keep all records pertinent to these taxes available for inspection
by officers of the Internal Revenue Service if the need should arise. Such records should
be kept for period of at least four years after the date the related tax becomes due, or the
date the tax is paid, whichever is later.
EVIDENCE CODE
ARTICLE 3
1550. Photographic copies made as business records.
A photostatic, microfilm, microcard, miniature photographic or other photographic copy or
reproduction, or an enlargement thereof, of a writing is as admissible as the writing itself
if such copy or reproduction was made and preserved as a part of the records of a business
in the regular course of such business.