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Destruction of Examination Materials in the Human Resources Department which are More than Two Years Old.
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Meeting Date: March 1, 2017
Contact Person/Dept: Amy Webber/Human Resources Department
Phone Number: 310-253-5640
Fiscal Impact: Yes [] No [X] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: (Email) Meetings and Agendas - Civil Service Commission (2/24/17)
Department Approval: Serena Wright-Black, Director of Administrative Services (2/21/17)
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RECOMMENDATION
Staff recommends that the Civil Service Commission approve the request and refer to the City Council as recommendation that the Human Resources Department be authorized to destroy examination materials in the Human Resources Department which are more than two (2) years old.
BACKGROUND/DISCUSSION
The Human Resources Department continues to accumulate many boxes of 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 16.4, 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 ...
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