AGENCY RESPONSIBILITIES - 1604

Although not all inclusive, some of the more pertinent responsibilities are:

1. 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:
   1. Establish and maintain an active, continuing program for the economical and efficient management of the records and information practices of the agency;
   2. Identify records essential to the functioning of state government in the event of a major disaster; and
   3. When requested by the Secretary of State, provide a written justification for storage or extension of records in the State Records Center for a period of 50 years or more. Records deemed to have archival value will be transferred to the State Archives.
   4. Provide all requested reports, written justifications, requests for offsite storage approval, or any other retention schedule documentation to CalRIM and/or SRAP.
   5. Dispose of, or recycle, obsolete records in accordance with approved and current Records Retention Schedule
   6. Transfer the custody of records appropriately when a program or function is discontinued, by updating or revising the records retention schedule (see Records of a Disbanded Function or Program, SAM section 1624).

b. Assign a Records Management Coordinator to work with CalRIM, State Records Center (SRC), and SRAP staff. It is recommended that the Records Management Coordinator be assigned to staff at an SSA level or above.2 The agency must inform CalRIM of the staff assignment or of any changes to Records Management staff assignments within one month of the assignment change.

• 2 Because records management is management driven, a coordinator at the SSA level or above will have broader knowledge of the overall agency organization and function and be able to make management-driven records management decisions.