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ELECTRONIC SIGNATURES FOR STATE CONTRACT DOCUMENTS

Chapter: 1200

Section: 1240

Purpose This policy permits the use of electronic signatures (hereafter “e-Signatures” or e-Sign) in conducting state procurement operations. Policy The Department of General Services Procurement Division permits the use of e-Signatures on all contract documents. E-Signatures: Stat ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1200/1240
AUTHORIZATION OF AGREEMENTS

Chapter: 1200

Section: 1208

State Departments–Authorized Signatures Authority to sign purchase documents is limited to those executive officers who either have statutory authority or have been duly authorized in writing by one who has statutory authority. Anyone who signs a purchase document should have knowledge in ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1200/1208
CONTRACTS NOT EXEMPT FROM DEPARTMENT OF GENERAL SERVICES APPROVAL

Chapter: 1200

Section: 1216

Any contract containing any of the following provisions shall be subject to approval by DGS even though it may also be one of the types otherwise exempted from approval: Contracts of hazardous nature regardless of dollar amount require review by DGS OLS. Any provision whereby the state agre ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1200/1216
CONTRACTS EXEMPT FROM CALIFORNIA STATE CONTRACTS REGISTER ADVERTISING AND COMPETITIVE BIDDING

Chapter: 1200

Section: 1233

Competitive bidding is required unless there is a legally authorized basis for bid exemption. Key exemption categories are identified below. A. Statutory Exemptions 1. Contracts of less than $5,000 (PCC §§ 10335(a), 10335.5(c)(5)). 2. Contracts of less than $5,000 where only per diem ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1200/1233
EXEMPTION FROM APPROVAL BY THE DEPARTMENT OF GENERAL SERVICES

Chapter: 1200

Section: 1215

All contracts must conform to the requirements for contracts as stated in statutes, regulations, and policy. The law requires all contracts to be approved by DGS unless exempted or there is a delegation to an agency. All contracts and interagency agreements (I/A) are subject to approval by DGS exc ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1200/1215
STATE CONTRACTING MANUAL

Chapter: 1200

Section: 1205

Department of General Services, Office of Legal Services (DGS/OLS), has coordinated the effort to compile State Contracting Manual Volume 1 (SCM 1) which contains policies, procedures, and guidelines in securing necessary services for the state. The SCM1 and other OLS publications are available on t ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1200/1205
STATE AND FEDERAL RULES AND GUIDELINES

Chapter: 1600

Section: 1613

All state agencies must be aware of and document in the remarks column of their retention schedule the federal and state laws, rules and guidelines that determine appropriate access, retention and disposition of state records. Federal Programs If an agency is involved in a federal program, it must ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1613
Introduction

Chapter: 1200

Section: 1200

This chapter provides policy direction for state agencies for services, consultant services, interagency agreements, and architectural and engineering and minor public works contracts. Other types of contracts are covered in SAM Sections 5200 et seq.; 1450 et seq.; and 1300& ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1200/1200
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