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1361 - 1380 of 1849 Results

RECORDS RETENTION SCHEDULE PROGRAM

Chapter: 1600

Section: 1611

Each agency must establish a Records Retention Schedule Program consistent with state and agency statutory requirements. The Records Retention Handbook (Handbook) implements statutory requirements and supplements information in SAM 1600. The Handbook covers specific procedures and areas n ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1611
AGENCY RESPONSIBILITIES

Chapter: 1600

Section: 1604

Although not all inclusive, some of the more pertinent responsibilities are: Per Government Code 12274, and in accordance with the rules, regulations, and standards and procedures issued by the Secretary of State, requires the head of each state agency to: Establish and maintain an active, cont ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1604
STATUTORY AUTHORITY

Chapter: 1600

Section: 1602

The State of California Records Management Program The State Records Management Act contained in Government Code Sections 12270- 12279 requires the Secretary of State to: "Establish and administer, in the executive branch of government, a records management program which will apply efficient and e ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1602
ANNUAL REPORT TO THE GOVERNOR

Chapter: 1600

Section: 1603

Effective September 28, 2012, the Annual Report to the Governor was abolished per SB 71. [SEC. 67. Article 5 (commencing with Section 14760) of Chapter 5 of Part 5.5 of Division 3 of Title 2 of the Government Code is repealed.]

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1603
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
RECORDS MANAGEMENT PROGRAM AND PRACTICES AUDITS

Chapter: 1600

Section: 1607

With the transfer of the records management program to the Secretary of State’s Archives Division (effective July 1, 2014), the Audit Section of DGS no longer conducts periodic audits of state agencies’ records management practices. Periodic audits of state agencies’ records manage ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1607
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
RECORDS MANAGEMENT ROLE OF THE DEPT. OF GENERAL SERVICES – STATE RECORDS CENTER (SRC)

Chapter: 1600

Section: 1609

The State Records Storage Act contained in Government Code Sections 14740-14746 requires the Department of General Services (DGS) to administer a state records storage program. The DGS - State Records Center shall: Store, process, and service scheduled records for state agencies pending thei ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1609
VAULT STORAGE OF VITAL (ESSENTIAL) RECORDS

Chapter: 1600

Section: 1620

The SRC will store microfilm, CD’s, or other electronic media for state agencies in a climate controlled vital records protection vault. If any agency needs to store microfilm longer than 10 years, silver halide film must be used. Records to be kept fewer than 10 years may be on diazo, vesicul ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1620
DEPARTMENTAL RECORDS STORAGE FACILITIES

Chapter: 1600

Section: 1621

(Renumbered and Revised 6/2015) Agencies may not establish and/or create new facilities to store their records without prior written approval by CalRIM.

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1621
RECORDS REQUEST

Chapter: 1600

Section: 1619

(Revised and Renumbered 6/2015) An agency may withdraw their own records from the SRC at any time. If you want to view a record that has been placed in storage by a different agency, you must first get the other agency’s permission. To check out a stored record, fill out a SRC Reference Reque ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1619
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
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

Search DGS

1361 - 1380 of 1849 Results

RECORDS RETENTION SCHEDULE PROGRAM

AGENCY RESPONSIBILITIES

STATUTORY AUTHORITY

ANNUAL REPORT TO THE GOVERNOR

RECORDS TRANSFER

RECORDS MANAGEMENT PROGRAM AND PRACTICES AUDITS

FILING EQUIPMENT AND SUPPLIES

RECORDS MANAGEMENT ROLE OF THE DEPT. OF GENERAL SERVICES – STATE RECORDS CENTER (SRC)

VAULT STORAGE OF VITAL (ESSENTIAL) RECORDS

DEPARTMENTAL RECORDS STORAGE FACILITIES

RECORDS REQUEST

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

ROLE OF THE SECRETARY OF STATE, ARCHIVES DIVISION –STATE RECORDS APPRAISAL PROGRAM (SRAP)

UPDATING AND AMENDING THE RECORDS RETENTION SCHEDULE

APPROVING THE RECORDS RETENTION SCHEDULE

RECORDS OF A DISBANDED FUNCTION OR PROGRAM

DESTRUCTION OF RECORDS

RECORDS MANAGEMENT COORDINATOR

RECOMMENDED RETENTION PERIODS

RECORDS INVENTORY