4801  GENERAL

References:  Government Code, Section 14740; Statutes 1965, Chapter 371; 
Statutes 1981, Chapter 867.

INTRODUCTION

The purpose of Records Management is to establish and administer standards, 
procedures, and techniques for the effective management of those items 
defined as a "record" or "records" produced, received, owned, or used by an 
agency, regardless of physical form or characteristics.  The "State Records 
Management Act" of 1965 (Statutes of 1965, Chapter 371) serves as the 
foundation for the policies and procedures that are followed by all state 
agencies, including the CSU.

The legislation that was instrumental in granting autonomy for the 
procurement of purchases less than $100,000 in the CSU was Statutes 1981, 
Chapter 867.  The Department of General Services on October 23, 1981 
confirmed that the CSU had "...almost complete autonomy..." and further 
stated that "...no commitments are to be made to any representative of the 
State Colleges regarding [our] ability to deliver services..."  On January 13, 
1982, the CSU informed the Department of General Services, that with the 
enactment of Statutes 1981, Chapter 867 the CSU would manage internally the 
CSU records management program effective January 1, 1982.

PURPOSE OF THIS MANUAL SECTION

The purpose of this manual section is to emphasize principles and guidelines 
that are applicable to and should be referred to by campuses when addressing 
the subject of records management.  This section also highlights specific rules 
and regulations that are frequently referred to by the CSU and any state agency 
that has oversight authority.  The Chancellor's Office decentralized this 
function to the campuses with full responsibility and authority to manage 
this function as each campus deems appropriate.

This information is not meant to necessarily duplicate or supercede the State 
Administrative Manual (SAM) or other state memoranda on this subject.  
The intent is to provide the CSU system with a generic reference source to 
address issues and inquiries regarding this subject.


OVERVIEW OF RELATIONSHIPS AMONG THE CHANCELLOR'S OFFICE, 
CAMPUSES AND STATE ENTITIES

The overview of relationships is predicated on the fact that each CSU campus 
will be responsible for maintaining its own records management program.  
This includes, but is not limited to, maintaining physical storage of records, 
records retention schedules, guidelines to be adhered to and the designating 
of an individual who will be identified as the Campus Records Management 
Coordinator.  The Systemwide Records Management Coordinator is to be 
notified by each campus records management coordinator of when there is a 
change of personnel or location for this designation.

The Chancellor's Office will maintain an individual in the role of 
Systemwide Records Management Coordinator.  This individual will be 
responsible for assisting any entities external to the CSU that require 
assistance for inquiries to a campus or to the Chancellor's Office regarding the 
CSU records management program.  This individual will also be available to 
aid each campus when there is a records management issue that they require 
assistance in resolving.  The role of Systemwide Records Management 
Coordinator will be to assist and facilitate resolution of issues regarding the 
CSU records management program, and not to exercise management control 
over the Campus Records Management Coordinators.

State agencies will have no management control over the CSU records 
management program or individuals involved in managing or coordinating 
this function.  This does not imply that inquiries from the Departments of 
Finance, General Services, Auditor General or other state agencies will not be 
responded to in an efficient and timely manner.  CSU campuses and the 
Chancellor's Office may be audited, investigated, or queried at any time 
concerning a records management issue.  Individuals responsible for 
managing and coordinating the records management program at each site are 
expected to cooperate fully in responding to requests of any and all state 
authorities.