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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
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
PROGRAM PURPOSE

Chapter: 1600

Section: 1600

The State of California Records Management Program (RMP) was established to apply efficient and economical methods to create, use, maintain, retain, preserve, and dispose of state records, including those on electronic media. Required procedures and processes and other useful information are contain ...

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

Chapter: 7300

Section: 7340

The Department of General Services (DGS) serves as the business manager for the State of California. The DGS does the following: Sets state procurement and acquisition policies. Provides real estate management and design. Provides asset management and planning and property sales and acqui ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7300/7340
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
STATE TREASURER'S OFFICE

Chapter: 7300

Section: 7330

The State Treasurer is an elected state fiscal officer and sits on approximately forty boards and commissions. The State Treasurer’s Office (STO) provides banking services for state government with a minimum interest and service cost and a maximum yield on investments. The STO does the followi ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7300/7330
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
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
INVESTMENTS

Chapter: 7800

Section: 7820

An investment subsidiary ledger will vary among agencies/departments depending upon the volume and type of investment transactions. At a minimum, when applicable, it may consist of a file of Treasurer's Receipts for securities purchased. For securities recorded at par value, it should contain an acc ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7800/7820
REVOLVING FUND

Chapter: 7800

Section: 7810

A revolving fund subsidiary ledger, or Cash Book, is a detailed record of the revolving fund cash in the agency/department’s checking account. The ledger is debited for receipts deposited and credited for revolving fund checks drawn. The balance shows the cash portion of the revolving f ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7800/7810
FILE OF OPEN ESTIMATES

Chapter: 7800

Section: 7828

A copy of each encumbrance document related to open estimates will be filed in an open estimates file. As estimates are adjusted or partially liquidated by claims or transfers, the transactions and remaining unliquidated balance are noted on the document. When estimates are fully liquidated or adjus ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7800/7828