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ARCHIVES, RECORDS MANAGEMENT, AND STATE RECORDS CENTER INFORMATION, POINTS OF CONTACT, AND ADDRESSES

Chapter: 1600

Section: 1624

(Renumbered and Revised 6/2015) Available Records Management Guidance and Assistance. CalRIM has written helpful records management program guidelines, factsheets, and/or handbooks to assist agencies to administer their program. Copies may be obtained from the agency's Records Management Coordinator ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1624
ROLE OF THE SECRETARY OF STATE, ARCHIVES DIVISION –STATE RECORDS APPRAISAL PROGRAM (SRAP)

Chapter: 1600

Section: 1608

The State Records Management Act identified in SAM Section 1602 requires the State Archives Division – SRAP to: Review records retention schedules to identify records which have historical and research value. Approve schedules that meet the records management and archives policies, proced ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1608
UPDATING AND AMENDING THE RECORDS RETENTION SCHEDULE

Chapter: 1600

Section: 1617

Always amend retention periods for records on retention schedules when changes impact keeping, transferring, or disposing of agency records. Records retention schedules must be updated and revised every five years after the required inventory and review process. To amend a scheduled retention perio ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1617
FILING EQUIPMENT AND SUPPLIES

Chapter: 1600

Section: 1610

Vertical Shelf Files, Office Type (Open Shelf). Vertical shelf filing is the most efficient type and is the state's standard. Records are stored on shelves in rows, instead of in drawers. When planning a file system determine if it is feasible and economical to replace current files with shelf file ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1610
APPROVING THE RECORDS RETENTION SCHEDULE

Chapter: 1600

Section: 1616

A schedule is only considered approved once the schedule cover page (STD. 73) is signed by the agency manager responsible for the records, the agency records management analyst, a Secretary of State-CalRIM consultant and the Chief of Archives or his/her designated SRAP representative. Approved ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1616
RECORDS OF A DISBANDED FUNCTION OR PROGRAM

Chapter: 1600

Section: 1622

(Renumbered and Revised 6/2015) When a program or function ends, the agency must transfer the custody of the program's records. Normally the custody is transferred to another group within the department, board, commission, or council. The agency must also send a copy of a revised records retention s ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1622
DESTRUCTION OF RECORDS

Chapter: 1600

Section: 1623

Confidential Records - The Document Destruction Center (DDC) provides for the destruction of confidential records. However, each state agency must still make sure their obsolete records are disposed of in accordance with laws, rules, and State policies. In Sacramento, DDC staff will be used to witne ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1623
RECORDS MANAGEMENT COORDINATOR

Chapter: 1600

Section: 1605

The agency’s Records Management Coordinator is encouraged3 to: Attend CalRIM and SRAP training within 6 months of appointment. Coordinate the agency’s records management program. Comply with the Records Management Act and Chapter 1600 of SAM. Act as liaison between the agency and Ca ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1605
RECOMMENDED RETENTION PERIODS

Chapter: 1600

Section: 1614

CalRIM provides recommended retention periods for: Records Management, Personnel and Payroll, Delegated Testing, Fiscal, Information Technology, Administrative, e-mail, and records that are common to most offices. Use them when setting up your Records Retention Schedules form, STD 73. For the recomm ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1614
RECORDS INVENTORY

Chapter: 1600

Section: 1612

Each agency must inventory its records once every five years using Records Inventory Worksheet form, STD 70. See the Records Retention Handbook for specific guidelines on how to prepare and conduct the inventory.

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1612
TERMS AND DEFINITIONS

Chapter: 1600

Section: 1601

Public Record: State law defines a public record to include but not be limited to “…any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by a state or local agency regardless of physical form or characteristics&hell ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1601
ROLE OF THE STATE ARCHIVES DIVISION - CALRIM

Chapter: 1600

Section: 1606

The State Records Management Act identified in SAM Section 1602 requires the State Archives Division - CALRIM to: Establish standards and procedures to carry out the records management program. Help agencies to: Develop record series to account for forms, reports, correspondence, directives, f ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1606
LEGISLATIVE ANALYST'S OFFICE

Chapter: 7300

Section: 7360

The Legislative Analyst is appointed by the Joint Legislative Budget Committee. The Legislative Analyst's Office (LAO), created in 1941, acts as the Legislature's nonpartisan fiscal and policy advisor. The LAO serves as the “eyes and ears” for the Legislature to ensure the executive bran ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7300/7360
POOLED MONEY INVESTMENT BOARD

Chapter: 7300

Section: 7350

The Pooled Money Investment Board (PMIB), created by the Legislature in 1955, is comprised of the State Treasurer as chairperson, the State Controller, and the Director of Finance. The purpose of the PMIB is to design and administer an effective cash management and investment program, called the Poo ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7300/7350
CALIFORNIA STATE AUDITOR’S OFFICE

Chapter: 7300

Section: 7380

The California State Auditor’s Office (State Auditor) was created in 1993 and serves as the state’s independent external auditor. To assure its independence, the law frees the State Auditor from the control of the executive and legislative branches. The State Auditor promotes the effecti ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7300/7380
DEPARTMENT OF HUMAN RESOURCES

Chapter: 7300

Section: 7370

The Department of Human Resources (CalHR) is responsible for issues related to employee salaries and benefits, job classifications, civil rights, training exams, recruitment, and retention. In conjunction with other state departments, CalHR does the following: Develops management's negotiat ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7300/7370
RECORDS TRANSFER

Chapter: 1600

Section: 1618

(Revised and Renumbered 6/2015) To the State Records Center To transfer your records to the SRC you must first fill out a Records Transfer List, STD. 71, and send the original to the SRC. SRC staff will review each state agency transfer list for a current approval number and confirms retention ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1618
STATE CONTROLLER'S OFFICE

Chapter: 7300

Section: 7320

The State Controller is the chief fiscal officer who is elected by a vote of the people every four years and serves as a member of fiscally oriented state boards and commissions. The State Controller’s Office (SCO) does the following: Maintains central control accounts for all funds i ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7300/7320
GENERAL

Chapter: 7300

Section: 7300

The state's organization for fiscal management provides control over the state's expenditures, protection of the state's assets, and management of the state's funds. The following sections briefly describe the functions of the various agencies/departments that manage the state’s fiscal a ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7300/7300
DEPARTMENT OF FINANCE

Chapter: 7300

Section: 7310

The Department of Finance (Finance) has general powers of supervision over all matters concerning the financial policies of the state. (See Government Code section 13070 et seq.) The Director of Finance is appointed by the Governor and sits on several fiscally oriented boards and commissions. ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7300/7310