City of Commerce
RECORDS DESTRUCTION AUTHORIZATION FORM
Date: 5/4/2023 Department: Human Resources
File #
Records Description
Start Date
End Date
Legal
Authority
Retention Period
Box #
Human Resources Files
Employee Timecards
12/24/2001
12/19/2004
GC 34090, 29 CFR 516.2, IRS REG 31.6001-(E) (Z)
5 Years
1 Employee Investigation Files
4/11/1996
5/28/1996
Disposition +5
5 Years
2 Employee Investigation Files
2/26/2004
7/2/2006
Disposition +5
5 Years
3 Employee Investigation File
10/16/2015
10/16/2015
Disposition +5
5 Years
4 Employee Investigation File
11/17/2016
11/17/2016
Disposition +5
5 years
5 Recruitment Files
1/1/2013
12/31/2013
GC 12946, GC 6250 et.seq, 29 CFR 1602.31
3 years
6 Recruitment Files
1/1/2015
1/1/2015
GC 12946, GC 6250 et.seq, 29 CFR 1602.31
3 years
7 Employee Background Checks (former employees)
3/19/2007
4/23/2011
GC 36507, 34090; PC 801.5, 803©, 29 USC 11
Separation +6 years
8 Rideshare Records
1992
2012
GC 34090
4 years
9-11
Rideshare Records
2014
2017
GC 34090
4 years
12 CalOSHA Form 300
2005
2008
GC 34090 et. Seq; Dept Policy
5 years
13 Incident Reports
2005
2009
CCp 340; GC 34090, 29 CFR 1904.2; 29 CFR 1940.6
5 years
14 Incident Reports
2010
2013
GC 34090
5 years
15 Recruitment Files
1996
2016
GC 12946, GC 6250 et seq; 29 CFR
3 years
16-22
City Clerk files
Petitions Referendum to Repeal Ordinances passed 737,738,740,741,743,744 2020
2020
GC 6253.5, EX 17200, ECC 17400
8 month
11 boxes
Petitions Referendum to Repeal Ordinance 711-726, withdrawal of signatures 5/2019
2020
GC 6253.5, EX 17200, ECC 17400
8months
22 boxes
Summons and Subpoenas
2017
2019
GC 34090
3 years
1 DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION ____________________________________________________ ____________________________________ City Clerk Date
____________________________________________________ ____________________________________ City Attorney Date