Memorandum
Date: May 10, 2022
To: The Honorable Lake County Board of Supervisors
From: Pamela Samac, Human Resources Director
Subject: a) Adopt Resolution Adopting a Continuous Record Retention and Destruction Schedule for the Human Resources Department; and b) Approve Policy Establishing a Records Retention and Destruction Schedule for Lake County Human Resources Department; and c) Approve Destruction of Old HR Records From 1974 Through 2018
Executive Summary:
Attached for your consideration is a policy establishing a Records Retention and Destruction Schedule for Lake County Human Resources Department (HR). Under California law, such documents may be destroyed if approved by the Board of Supervisors. I recommend that such destruction be authorized for specified records after the end of the retention periods listed in Exhibit A to the attached resolution.
The retention periods are based upon the minimum retention periods as required by state and/or federal law for selected types of records maintained by the HR office, which is sited in the Authority Reference column on the HR Records Retention and Destruction Schedule.
Currently our office has documents in storage that are 48 years old. The cost of storing documents is significant in terms of space, money, and staff time. We are requesting approval destruction of old HR records from 1974 through 2018 listed below. Once approved all documents will be shredded through Shred It, a bonded shredder company.
Records to be destroyed:
|
Dept. |
Records Description |
Retention Period |
|
Terminated I-9’s 1990 - 2018 |
|
|
Terminated Personnel, Medical, & Private Employee files 1974- 2014 |
|
|
Inactive Volunteers Files 2000- 2017 |
|
|
Employee Drug & Alcohol Test 2000-2017 |
|
|
Recruitment files 1980- 2018 |
|
|
Insurance Benefit Plan Files 1974- 2016 Insurance history, correspondence, benefit summaries |
Contract Duration + 2 Years |
|
CalPERS Actuarial Reports and memos 1990-2015 |
|
|
General Working Files / HR Correspondence / 1984-2018 General files, letters, memos, working files, budget working files, Confirming Requisitions. |
|
|
Unemployment Files 1977-1996 |
|
|
Job Descriptions / Class Specs typed 1980-1995 |
|
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☒ Business Process Efficiency ☐ Clear Lake
Recommended Action: a) Adopt a Resolution for Continuous Record Retention and
Destruction Schedule for the Human Resources Department (HR), b) Approve Policy
establishing a Records Retention and Destruction Schedule for Lake County Human
Resources Department and c) Approve destruction of Old HR Records From
1974 Through 2018