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Destruction of Examination Materials in the Administrative Services Department Which are More than Two Years Old
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Meeting Date: July 5, 2017
Contact Person/Dept: Amy Webber/Human Resources
Phone Number: 310-253-5640
Fiscal Impact: Yes [] No [X] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: (Email) CSC Meeting Agenda (06/30/17); (Email) All City Staff (06/30/17)
Department Approval: Serena Wright-Black, Director of Administrative Services (06/30/17)
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RECOMMENDATION
Staff recommends that the Civil Service Commission approve the request and refer to the City Council a recommendation that the Administrative Services Department be authorized to destroy examination materials in the Administrative Services Department which are more than two (2) years old (Attachment 1).
BACKGROUND/DISCUSSION
The Administrative Services Department continues to accumulate many boxes of recruitment materials from old exams (used test papers, candidate applications, etc.). The eligible lists generated by these exams have long since expired, and the boxes of exam materials take up valuable storage space and serve no useful purpose.
Pursuant to Civil Service Rule 16, Section 14, the Civil Service Commission must approve the request for destruction of all completed examination materials. Examination materials over two years old, with the exception of the resulting eligible lists, are listed in Attachment 1 and are those being requested for destruction. Eligible lists which show who participated in the examination process and their applicable scores, provides a permanent record, and have been and will continue to be retained.
The California Government Code Section 34090 provides authority for the destruction of documents that are no longer legally required to be retained, after written consent of the City Attorney and authorization of the City Council are obtained.
REQUEST
In accordance with the established procedures, I recommend that the Civil Service Commission approve the Administrative Services Department to destroy the examination materials listed in Attachment 1. If the Civil Service Commission concurs, the City Attorney will draft the necessary resolution for the City Council to authorize the destruction of the listed examination materials related to the expired eligible lists.
AUTHORITY
According to Civil Service Rule 16.4, the Commission must approve the destruction of examination materials.
16.4 Destruction of Records: No records shall be destroyed without prior approval of the Civil Service Commission, the City Attorney and the City Council. Destruction or storage of personnel records shall be carried out pursuant to State laws and City Charter provisions related to the destruction or storage of official public documents.
FISCAL ANALYSIS
There is no fiscal impact associated with the adoption of the proposed resolution.
ATTACHMENTS
1. 2017-07-05 - ATT 1 Destruction of Examination Materials List
MOTION
That the Civil Service Commission:
Approve request and refer to the City Council the Commissions’ recommendation to adopt a resolution authorizing the destruction of examination materials in the Administrative Services Department which are more than two (2) years old.