1667 RECORDS APPRAISAL AND SCHEDULING
(Revised 09/02)
Federal Programs. If an agency is involved in a federal program, it must also follow any federal rules and guidelines when reviewing, appraising, or scheduling records.
Significant California Government and Civil Codes that affect records:
- The Information Practices Act of 1977, beginning at Civil Code Section 1798, places specific requirements on state agencies when they collect, use, maintain, and disseminate information about individuals. This Act also comes into play when determining retention periods and disposal methods. In particular, consider the following sections of the Act:
- Civil Code Section 1798.14. This section requires agencies to maintain information about individuals in terms of relevance and necessity.
- Civil Code Section 1798.24. This section sets conditions under which information about individuals can be disclosed to third parties.
- The California Public Records Act, Government Code 6250 details what information is available to the public and what is not, public records open to inspection, response time guidelines, and regulations governing procedure.
Recommended Retention Periods. CalRIM provides recommended retention periods for Records Management, Personnel and Payroll, Delegated Testing, Fiscal, Information Technology, and Administrative records that are common to most offices. Use them when setting up your Records Retention Schedules form, STD 73. For the recommended retention periods, visit the section “Recommended General Records Retention” on the CalRIM Website at:
http://www.pd.dgs.ca.gov/calrim/default.htm .
