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EXHIBIT A
Records Management Act
GOVERNMENT CODE
Chapter 5. State Records
Article 1. General
14740. This chapter shall be known as the "State Records Management Act."
14741. As used in this chapter "record" or "records" means all papers, maps, exhibits, magnetic or paper tapes, photographic films and prints, punched cards and other documents produced, received, owned or used by an agency, regardless of physical form or characteristics. Library and museum materials made or acquired and preserved solely for reference or exhibition purposes, and stocks of publications and of processed documents are not included within the definition of the term "record" or "records" as used in this chapter.
Article 2. Administration of State Records
14745. The director shall establish and administer in the executive branch of state government a records management program, which will apply efficient and economical management methods to the creation, utilization, maintenance, retention, preservation and disposal of state records.
14746. The duties of the director shall include but not be limited to:
Establishing standards, procedures and techniques for effective management of records.
Providing appropriate protection for records designated by state agencies, with the concurrence of the director, as essential to the functioning of state government in the event of a major disaster.
Obtaining from agencies reports required for the administration of the program.
Article 3. Duties of Agency Heads
14750. The head of each agency shall:
Establish and maintain an active, continuing program for the economical and efficient management of the records and information collection practices of the agency. The program shall ensure that the information needed by the agency shall be obtained with a minimum burden upon individuals and businesses, especially small business enterprises and others required to furnish the information. Unnecessary duplication of efforts in obtaining information shall be eliminated as rapidly as practical. Information collected by the agency shall, as far as is expedient, be collected and tabulated in a manner which maximizes the usefulness of the information to other state agencies and the public.
Determine, with the concurrence of the director, records essential to the functioning of state government in the event of a major disaster.
Comply with the rule , regulations, standards and procedures issued by the director.
Article 4. Disposal of Records
14755.
No record shall be destroyed or otherwise disposed of by any agency of the state unless it is determined by the director that the records has no further administrative, legal or fiscal value and the Secretary of State has determined that the record is inappropriate for preservation in the State Archives.
The director shall not authorize the destruction of any record subject to audit until he has determined that the audit has been performed.
14756. The public records of any state agency may be microfilmed, electronically data imaged or otherwise photographically reproduced and certified upon the written authorization of the head of the agency. The microfilming, electronic data imaging or photographic reproduction shall meet the standard specification of the National Institute of Standards and Technology.
The certification of each reproduction or set of reproductions shall be in accordance with the standards, or have the approval, of the Attorney General. The certification shall contain a statement of the identity, description and disposition or location of the records reproduced, the date, reason and authorization for such reproduction, and such other information as the Attorney General requires.
The certified reproductions shall be deemed to be original public records for all purposes, including introduction in courts of law and state agencies.
Article 5. Annual Report
14760. The director shall, through the Secretary of the State and Consumer Services Agency, make an annual written report to the Governor. The report shall describe the status and progress of programs established pursuant to this chapter and shall include the recommendations of the director for improvements in the management of records in the state government.
Article 6. Records Centers
14766. All persons, other than temporary employees, serving in state civil service and employed by the Secretary of State in the Central record Depository, shall remain in the state civil service and are hereby transferred to the Department of General Services. The status, positions and rights of such persons shall not be affected by their transfer and shall continue to be retained by them pursuant to the State Civil Service Act.
14766. All equipment and records in the Central record Depository in the office of the Secretary of State are transferred to the Department of General Services.
14767. The director shall establish, maintain and operate record centers for the storage, processing and servicing of records for state agencies pending their deposit with the archives of the State of California or their disposition in any other manner authorized by law.
14768. This article shall become operative on January 1, 1967
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