AB 1429: State agency records: Records Management Coordinator duties: personnel training.
- Session Year: 2021-2022
- House: Assembly
- Latest Version Date: 2021-06-29
Existing law, the State Records Management Act, requires each head of a state agency to establish and maintain an active, continuing program for the economical and efficient management of the records and information collection practices of the agency, and to appoint a representative from the agency to serve as the records management coordinator. Records Management Coordinator. Existing law requires the coordinator to, among other duties, attend records management training classes offered by the Secretary of State, act as liaison between the agency, the California Records and Information Management Program (CalRIM), the State Records Center, and the State Records Appraisal Program (SRAP), and schedule CalRIM and SRAP training for agency staff who have records management duties. Existing law also requires the Records Management Coordinator to coordinate an agencys records management program.
This bill would also require a records management coordinator to provide records management training to revise the duties of the Records Management Coordinator with respect to coordinating an agencys records management program to expressly require that this coordination be in accordance with the provisions of the State Records Management Act and applicable standards established by the Secretary of State in the State Administrative Manual. The bill would also require that each state agency ensure that all agency personnel personnel, other than the Records Management Coordinator, who prepare, own, use, or retain public records on behalf of the agency, agency receive records management training, using material offered by the Secretary of State, and to ensure that those agency personnel complete the one hour of records management training within 60 days of employment and complete a 30 minute refresher records management training annually biennially thereafter.
Existing law, the State Records Management Act, requires each head of a state agency to establish and maintain an active, continuing program for the economical and efficient management of the records and information collection practices of the agency, and to appoint a representative from the agency to serve as the records management coordinator. Existing law requires the coordinator to, among other duties, attend records management training classes offered by the Secretary of State, act as liaison between the agency, the California Records and Information Management Program (CalRIM), the State Records Center, and the State Records Appraisal Program (SRAP), and schedule CalRIM and SRAP training for agency staff who have records management duties.
This bill would also require a records management coordinator to provide records management training to all agency personnel who prepare, own, use, or retain public records on behalf of the agency, and to ensure that agency personnel complete the records management training within 60 days of employment and complete refresher records management training annually thereafter.
(a)A Records Management Coordinator of an agency shall do all of the following:
(a)(1)
(1)Upon initial appointment as a Records Management Coordinator, attend a minimum of 12 hours of records management training classes offered by the Secretary of State within 12 months of appointment.
(2)After the initial 12 months, attend a minimum of 4 hours of biennial records management training offered by the Secretary of State.
(3)Provide records management training to all agency personnel who prepare, own, use, or retain public records on behalf of the agency.(4)Ensure that agency personnel complete the records management training required to be provided to them pursuant to paragraph (3) within 60 days of employment and complete a refresher records management training annually thereafter.(b)(3)Coordinate the agencys records management program. program pursuant to the provisions of this article and applicable standards established by the Secretary of State in the State Administrative Manual.
(c)(4)Act as liaison between the agency and the California Records and Information Management Program (CalRIM), State Records Center (SRC), and the State Records Appraisal Program (SRAP) within the State Archives Division of the Secretary of State.
(d)(5)Respond to questions from CalRIM, SRC, and SRAP.
(e)(6)Schedule CalRIM and SRAP training for agency staff who have records management duties.
(f)(7)Review and approve agency records retention schedules before submission to CalRIM.
(g)(8)Review and approve records retention schedules before submission to CalRIM.
(h)(9)Review and approve agency destruction of records stored at the SRC.
(i)(10)Facilitate annual disposition of agency records not stored at the SRC, including transfer of records to the SRC as well as destruction of records at the Document Destruction Center.
(j)(11)Review and approve purchase or rental of filing equipment or shredders.
(k)(12)Provide all requested reports, written justifications, requests for offsite storage approval, or any other retention schedule documentation to CalRIM or SRAP.
(l)(13)Distribute announcements of records management activities.
(b)Each state agency shall ensure that the following requirements are met with respect to agency personnel other than the Records Management Coordinator:
(1)Agency personnel who prepare, own, use, or retain public records on behalf of the state agency shall receive records management training using material offered by the Secretary of State.
(2)Agency personnel shall complete one hour of records management training within 60 days of employment and complete a 30-minute refresher records management training biennially thereafter.
A Records Management Coordinator of an agency shall do all of the following:
(a)(1)Upon initial appointment as a Records Management Coordinator, attend a minimum of 12 hours of records management training classes offered by the Secretary of State within 12 months of appointment.
(2)After the initial 12 months, attend a minimum of 4 hours of biennial records management training offered by the Secretary of State.
(3)Provide records management training to all agency personnel who prepare, own, use, or retain public records on behalf of the agency.
(4)Ensure that agency personnel complete the records management training required to be provided to them pursuant to paragraph (3) within 60 days of employment and complete a refresher records management training annually thereafter.
(b)Coordinate the agencys records management program.
(c)Act as liaison between the agency and the California Records and Information Management Program (CalRIM), State Records Center (SRC), and the State Records Appraisal Program (SRAP) within the State Archives Division of the Secretary of State.
(d)Respond to questions from CalRIM, SRC, and SRAP.
(e)Schedule CalRIM and SRAP training for agency staff who have records management duties.
(f)Review and approve agency records retention schedules before submission to CalRIM.
(g)Review and approve records retention schedules before submission to CalRIM.
(h)Review and approve agency destruction of records stored at the SRC.
(i)Facilitate annual disposition of agency records not stored at the SRC, including transfer of records to the SRC as well as destruction of records at the Document Destruction Center.
(j)Review and approve purchase or rental of filing equipment or shredders.
(k)Provide all requested reports, written justifications, requests for offsite storage approval, or any other retention schedule documentation to CalRIM or SRAP.
(l)Distribute announcements of records management activities.
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Date
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Status
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| Aug 26, 2021 | In committee: Held under submission. |
| Aug 23, 2021 | In committee: Referred to APPR suspense file. |
| Jun 29, 2021 | From committee chair, with author's amendments: Amend, and re-refer to committee. Read second time, amended, and re-referred to Com. on APPR. |
| Jun 22, 2021 | From committee: Do pass and re-refer to Com. on APPR with recommendation: To Consent Calendar. (Ayes 15. Noes 0.) (June 22). Re-referred to Com. on APPR. |
| Jun 9, 2021 | Referred to Com. on G.O. |
| May 28, 2021 | In Senate. Read first time. To Com. on RLS. for assignment. |
| May 27, 2021 | Read third time. Passed. Ordered to the Senate. (Ayes 78. Noes 0. Page 1617.) |
| May 24, 2021 | Read second time. Ordered to third reading. |
| May 20, 2021 | Joint Rule 62(a), file notice suspended. (Page 1460.) |
| May 19, 2021 | In committee: Set, first hearing. Referred to APPR. suspense file. |
| Apr 29, 2021 | From committee: Do pass and re-refer to Com. on APPR. with recommendation: To Consent Calendar. (Ayes 7. Noes 0.) (April 28). Re-referred to Com. on APPR. |
| Mar 11, 2021 | Referred to Com. on A. & A.R. |
| Feb 22, 2021 | Read first time. |
| Feb 20, 2021 | From printer. May be heard in committee March 22. |
| Feb 19, 2021 | Introduced. To print. |
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Date
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Description
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Location
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Votes
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| May 27, 2021 | AB 1429 Holden Assembly Third Reading | Assembly Floor |
Passed |
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Bill Author
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