To: BOARD OF SUPERVISORS
From: Human Resources
Meeting Date: October 21, 2025
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Department Contact: |
Cherie Johnson |
Phone: |
707-234-6600 |
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Department Contact: |
Brandy Dalzell |
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 Destruction of Duplicate Records in the Human Resources Department
End
Recommended Action/Motion:
recommendation
Adopt Resolution authorizing the Human Resources Department to securely destroy physical records related to employment authorization that have been accurately digitized and preserved in accordance with U.S. Citizenship and Immigration Services (USCIS) 8 CFR Section 274 a.2 (2) applicable federal regulations, and the County’s records retention policies.
End
Previous Board/Board Committee Actions:
None.
Summary of Request:
U.S. Citizenship and Immigration Services (USCIS) requires retention of form I-9 for a period of three (3) years after the date of hire or one (1) year after the date of termination, whichever is later. USCIS authorizes electronic storage of form I-9 and allows the destruction of the original paper form after it has been securely stored in electronic format.
Human Resources has digitized all current employee I-9 forms into the MUNIS System.
This resolution authorizes the secure destruction of physical records that have been digitized, including future files of all new hires, or amended I-9 forms as of the date of the corresponding resolution, reducing storage needs, improving efficiency, and ensuring compliance with USCIS and related regulations.
Alternative Action/Motion:
Do not adopt recommendation and direct staff.
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
Vote Requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: N/A |
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current f/y cost: N/A |
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budget clarification: N/A |
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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: Yes
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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