The Records Management Program section of the State Administrative manual defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. This Records Retention Handbook supplements the information in the State Administrative Manual. While the handbook has been written primarily to assist agency records analysts, it will also be useful to file supervisors and other agency personnel.

Table of Contents

• Introduction
• Records Management Analyst
• Records Inventory
• Records Appraisal and Scheduling
• Approval of Retention Schedules
• Applying Retention Schedules
• Records Center Services
  
  • Instructions for Transferring Records to State Records Centers for Storage
    
  • Vault Storage for Vital Records
    
  • Instructions for Referring to Records Stored in State Records Centers
    
  • Instructions for Reviewing Records Stored at State Records Centers
    
  • Instructions for Destroying Records Stored at State Records Centers
    
  • Instructions for Transferring Records from Offices or Departmental Storage for Disposal

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APPENDICES

• EXHIBIT A Records Management Act
• EXHIBIT B Guidelines for Justifying Purchase of Filing or Micrographics Equipment
• EXHIBIT C Glossary of Terms
• EXHIBIT D Authorization for Records Destruction
  

  Please request this form at (916) 375-6760

• EXHIBIT E Checklist for Records Retention

 

 

 

Updated : 9/11/2007