State records management: records management coordinator.

Existing law, the State Records Management Act, requires the Secretary of State to establish and administer a records management program that will apply efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of state records. The act requires the Secretary of State, as part of those duties, to obtain from agencies the reports required for administration of the records management program. This bill would require the Secretary of State to obtain those reports from agencies on a biennial basis, and would require the Secretary of State to report statewide compliance with the act to the Department of Finance at least every 2 years. Existing law requires the 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. Existing administrative law requires the head of the agency to assign a Records Management Coordinator to work with the Secretary of State's California Records and Information Management Program, the State Records Center, and the State Records Appraisal Program staff. Existing law requires the head of a state agency to transfer a record deemed to have archival value to the State Archives. This bill would similarly require the head of a state agency to appoint a representative from that agency to serve as the Records Management Coordinator and to notify the Secretary of State's California Records and Information Management Program within 30 days of the appointment. The bill would require the Records Management Coordinator to, among other duties, coordinate the agency's records management program and to attend records management training classes, as specified. The bill would require the head of the state agency to notify the Secretary of State when records are stored with a 3rd-party vendor or digitized by a 3rd-party vendor. The bill would require the head of the state agency to notify the Secretary of State if a record contains information that is not subject to public disclosure or is restricted from public disclosure for a period of time, as specified, upon transfer of the record of archival value to the State Archives.