To: BOARD OF SUPERVISORS
From: Human Resources
Meeting Date: September 15, 2026
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Department Contact: |
Cherie Johnson |
Phone: |
707-234-6600 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Adoption of Resolution Authorizing the Digitization and Destruction of Medical Leave Records of Inactive Personnel in the Custody of the Human Resources Department
Vote Requirement: 4/5ths
End
Recommended Action/Motion:
recommendation
Adopt Resolution authorizing the digitization and destruction of medical leave records of inactive personnel in the custody of the Human Resources Department in accordance with applicable law and the county’s records retention policies; and authorize Chair to sign same.
End
Previous Board/Board Committee Actions:
On July 11, 1995, the Board adopted Resolution 95-142.
On October 20, 2020, the Board adopted Resolution 20-140
On January 9,2024, the Board adopted Resolution 24-005
Summary of Request:
Resolution No. 95-142 and Resolution No. 20-140 authorizes the destruction of inactive personnel files after seven (7) years. Government Code Sections 26205, 26201, and 26202 provide a mechanism for digitization and destruction of local agency records. The Human Resources Department has commenced a scanning project to digitize inactive personnel medical leave files in the DocuWare system. The Department, working with the Division of Information Technology, has established a trusted system for the conversion of certain hard-copy official records to electronic records pursuant to California Government Code Sections 12168.7, 26205, and 26205.1.
The Human Resources Department has reviewed the files, which include Family and Medical Leave Act (FMLA), California Family Rights Act (CFRA), Pregnancy Disability Leave (PDL), Americans with Disabilities Act (ADA), Bereavement, School Activities Leave, Crime Victims Leave, Medical Donor Leave, Non- FMLA Medical Leave, and Military Leave. These files represent records dated as early as 1992, which are presently occupying needed space within the Department. Files with inactive or termination dates within the previous seven (7) years are in the process of being scanned and duplicated pursuant to the County’s scanning project. Files dated prior to December 31, 2018, have not been scanned as they exceed the County’s seven (7) year inactive personnel file retention period, and have been reviewed by staff to ensure they are not subject to a litigation hold, pending claim, audit, investigation, Public Records Act request, or other legal or business need requiring continued retention.
The Resolution authorizes the secure destruction of the inactive personnel medical leave files exceeding the County’s seven (7) year retention period and authorizes the Human Resources Department, to destroy both digital and physical copies meeting this age threshold as a regular practice beginning each January following adoption and annually thereafter, subject to review for compliance with state statutory requirements, local county ordinances, and federal regulations.
Alternative Action/Motion:
Do not adopt the Resolution and direct staff to retain the Inactive Personnel Human Resources Medical Leave Files, resulting in continued use of physical storage resources and ongoing records management requirements.
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: Various |
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current f/y cost: N/A |
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budget clarification: |
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annual recurring cost: N/A |
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budgeted in current f/y (if no, please describe): N/A |
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revenue agreement: N/A |
AGREEMENT/RESOLUTION/ORDINANCE APPROVED BY COUNTY COUNSEL: N/A
CEO Liaison: Executive Office
CEO Review: Yes
CEO Comments:
FOR COB USE ONLY
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Executed By: Deputy Clerk |
Final Status: Item Status |
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Date: Date Executed |
Executed Item Type: item |
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Number: |
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