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AB-1429 State agency records: Records Management Coordinator duties: personnel training.(2021-2022)

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Date Published: 06/29/2021 09:00 PM
AB1429:v98#DOCUMENT

Amended  IN  Senate  June 29, 2021

CALIFORNIA LEGISLATURE— 2021–2022 REGULAR SESSION

Assembly Bill
No. 1429


Introduced by Assembly Member Holden

February 19, 2021


An act to amend Section 12274.5 of the Government Code, relating to state government.


LEGISLATIVE COUNSEL'S DIGEST


AB 1429, as amended, Holden. State agency records: management coordinator Records Management Coordinator duties: personnel training.
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 agency’s 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 agency’s 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.
Vote: MAJORITY   Appropriation: NO   Fiscal Committee: YES   Local Program: NO  

The people of the State of California do enact as follows:


SECTION 1.

 Section 12274.5 of the Government Code is amended to read:

12274.5.
 (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 agency’s 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.