Request 628 - Human Resources
\,
;
I " \ AGENCY NAME and ADDRESS
Aty of Miami Beach
1700 Convention Center Drive
HR and Risk Mgmt. Dept.
Miami Beach, Fl. 33139
RECORDS DISPOSITION DOCUMENT
NO.
{,;)..rg
PAGE OF
2. AGENCY CONTACT (Name and Telephone Number)
Mayra D. Buttacavoli
Director of HR/Risk Mgmt
PAGES
(305) 673 - 7000 Ext. 6481
3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only
one).
~ a. Destruction 0 b. Microfilming and Destruction D c. Other
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for
the records have been fully justified, and that further retention is not required for any litigation pending or imminent.
"Qa?~ L-- )),;el!?d~ &,',;.].5'0~
~ rjvp p- /i/!1"t.--p~ !c,v:' rr- ~. 'z.:, 'I Date
f. g.
a. b. c. d. e. Volume Disposition
Schedule Item Title Retention Inclusive In Action and
Dates Cubic Date
No. No. Feet Completed
After
Authorization
GS1- 24 Employment Application and Selection 2yrs 2000-2004 8.5 Destroy
SL Records
)1- 66 Personnel Records: 3yrs 2003 .25 Destroy
roT OPSN olunteer/Intern/Temporary
) Employment
GS1- Grievance Files 3yrs 2000-2002 .25 Destroy
SL 110
6. DISPOSAL AUTHORIZATION: Disposal for the above listed
records is authorized. Any deletions or modifications are indicated.
7. DISPOSAL CERTIFICATE: The above listed records have been
disposed of in the manner and on the date shown in column g.
Signature
Date
Name and Title
Witness
I
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FLORIDA DEPARTMENT OF STATE
GENERAL SCHEDULE FOR LOCAL GOVERNMENTS GS1-L
agency's Personnel Office prior to destruction in case they want to review the records). See also "DRUG TEST
CASE FILES," "EMPLOYMENT EXAMINATION RECORDS," and other "PERSONNEL RECORDS."
RETENT'ON:
a) Record copy. 25 years after separation or termination of employment
b) Duplicates. 1 year after termination of employment
PERSONNEL RECORDS: NON-FLORIDA RETIREMENT SYSTEM Itemll182
This record series consists of an application for employment, resume, personnel action reports, directly related
correspondence, oath of loyalty, fingerprints, medical examination reports, performance evaluation reports, worke(s
compensation reports, and other related materiais that do not come under the Florida Retirement system (FRS). (Note:
ContaCt your agency's Personnel Office prior to destruction in case they want to review the records). See also
"DRUG TEST CASE FILES: "EMPLOYMENT EXAMINATION RECORDS," and other "PERSONNEL RECORDS."
RETENTION:
a) Record copy. 50 years after termination of employment. .
~ DUPlicat~.:J~~rafl8l..l8~~nt....---~ .--- -- .,' .-.-- ]
PERSONNEL RECORDS: OPSI VOLUNTEERSI TEMPORARY EMPLOYMENT 1tem1188';/
This record series consists of all information relating to each O.P.S., volunteer or temporary employee within an agency.
Also, records may include an employment application and/or resume, personnel action forms and any correspondence
relating to that individual. Volunleer employment may include, but afe not limited to, name, address, and schedule of !
volunteer; training records; and emergency contact information. Temporary employment may include personnel from a /
local employment agency. See also "EMPLOYMENT EXAMINATION RECORDS," and/or other "PERSONNEL
RECORDS." -----
~~~;:~O~~TiivldeirapPITcaweaudiiShave t;;;~;",~~;;d~...'" )
b) Duplicates. Retain until obsolete, superseded or administrative value is lost. .--.--- .
P ftt!(.OROS. SeHEOtlLes- Ite~ 288
This record series consists of any scheduling documentation for shift or part time employees. These records may
include hoUrs scheduled to work, the switching of hoUrs with another employee, the location or route of work assignment,
and anticipated starting and ending times.
RETENTION: .
a) Record COpy. 1 fiscal year provided applicable audlls have been reteased.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PETTY CASH DOCUMENTATION RECORDS ltemll 202
This record series consists of receipts, bills and monthly balanceS indicating amount needed for replenishing this
revolving account. See also "ACCOUNTS PAYABLE RECORDS: and/or "ACCOUNTS RECEIVABLE RECORDS."
RETENT'ON:
a) Record copy, 3 fiscal years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
POSITION DESCRIPTION RECORDS """'" 31 .
This record series consists of specifically assigned duties and responsibilities for a particular position, which may Inclu&,
but are not limited to, the identification of percentage breakdown of duties, job summary, essential job duties. job
standaros, salary or pay range, education and experience requirements, required licenses/certificates, essenlial skills
and qualifications, essential physical skilis and/or working conditions.
RETENTION:
a) Record COpy. 2 years after superseded provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
POSTAGE RECORDS IIemll133
This record series consists of a detalied Iisting/report showing the amount of postage used, dates used, unused balance
and purpose. It also includes poslage meter books and daily balance sheets. The carbon copies from a Unlled Parcel
Serlice, Federai Express Serlice or other type express mail package sent by one agency to another agency, or the
public, would also fit within this series See also ..MAIL: REGISTERED AND CERTIFIED RECEIPTS: "MAIL:
UNDELIVERABLE FIRST CLASS," andlor "MAILING LISTS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released
b) Duplicates Retain until obsolete, superseded or adminlstralive value is lost.
7/0t
26
RU6-14-2007(TUE) 15:37 100
(FAX)305 417 18al
P. 002/004
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TO:
FROM:
City of Miami Bl;8l:h
Maddy Reislcr
1245 Mic;:htgan.n Ave.
Miami Bcueh. fL 33139
International Oata Depository
Silvia Calderon
S19S N. W. 77th Avenue
Miami, PL 33166
APPROVAL FOR RECORDS TO BE DISPOSED OF:
RECORD .DESCRlPTJON
HR BO"a::I - PICUSE: :Ice: work order #2SH02S
Total # of Boxcs: 8
~ ~~~~
ApprovGd By (Sisnllturc)
Print Namo
"fIde
Date
CERTD'ICATE OF DESTRUCTION
THE ABOVE RECORDS WERE DESTROyltD ON: ~
,
METHOD OF DESTRUCTION: SHREDDING
- ~ ~lV"\.NC"'~
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BfJyl~4
Date
5195 NW 77th Avenue · MiamI. Florida 33166 " (305) 47'1..7386 · Fax (305) 477..1841 ''http://www.lntdd.com
AU6-09-2007(THU) 16: 15
IDo
(FAX)305 477 1841
P. 002/003
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TO:
PROM:
City ofMhlmi Beach. International 'Data Oepobitory
Middy hislar-4 y ~..~ SA-01 . SilYia Calderon
1245' MieBilflftftft",ve. t':~)Q covers1l(,W~1:!- S195N. W. 77tJi Avenue:
Miami Bcacb, FL33139 K-t?- il~. Miami, FL33166
APPROVAL FOR RECORDS TO BE DISPOSED OF:
RECORD DESCRIPTION
I.m Bo)C~ - Pleusc see work order #258025
Total # of Boxe3: 8
7~/~ 8110 'Or
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Print Nnme
~O-1-
Da,e
CERTIFICATE OF DESTRUCTION
THE ABOVE RECORDS WERE DESTROYED ON:
METHOD OF DESTRUCTION: SHREDDING
Internatlonnl Dutu DCpD.itory
Title
'ODte
5195 NW 77th Avenue · Miami. Florida 33168 · (305) 477.730a · Fax (905) 477-1841 . http://www.lntdd.C::Qm