Department of Corrections and Rehabilitation - Operations Manual

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Chapter 1 – General Administration

Article 23 – Records Management

Revised May 14, 2002

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14060.3 Definitions

  • The following definitions are provided for the purpose of the Article:

    • Active Record

      • Any record accessed frequently.

    • Archival Record

      • Any record that has historical value and is preserved permanently at the California State Archives (CSA).

    • California Records and Information Management (CalRIM)

      • Program within the California Department of General Services (DGSDepartment of General Services) that provides management consulting services to assist agencies in developing and implementing an organizational records management program.

    • California State Archives

      • The California Secretary of State is responsible for maintaining any record of historical value at CSA for public reference after the CDCRCalifornia Department of Corrections and Rehabilitation’s records retention period is completed.

    • Confidential Record

      • Any record which contains information exempt from individual, public, or CDCRCalifornia Department of Corrections and Rehabilitation review due to legal or security reasons.

    • CDCRCalifornia Department of Corrections and Rehabilitation Archives

      • The storage location of discharged inmate/parolee records.

    • Inactive Record

      • Any record required infrequently, but must be retained until the designated destruction date.

    • Local Archives

      • Any local facility or office storage area where inactive or discharged records are retained in an organized boxed manner until the authorized destruction date.

    • Microfilm

      • The process of reducing the size and volume of paper records by means of micrographic technology.

    • Nonrecord

      • Any library or reference material, publications, blank form, informal notes, worksheets, and rough drafts of letters and reports.

    • Official Record

      • Any nonduplicate, authentic record maintained as the CDCRCalifornia Department of Corrections and Rehabilitation’s primary record used to substantiate any necessary follow-up activities.

    • Personal Record

      • Any record that identifies or describes an individual including but not limited to: Name, Social Security number, physical description, home address, home telephone number, education, financial matters, medical or employment history, and statements made by or attributed to the individual. Any other information the disclosure of which would constitute an unwarranted invasion of personal privacy (see Chapter 3, Article 20, Personnel Policies). Civil Code Sections 1798-1798.1, Information Practices Act (IPAInformation Practices Act), protects the collection, maintenance, and dissemination of personal records. (See Department Operations Manual (DOMDepartment Operations Manual), Chapter 1, Article 15, Information Practices.)

    • Public Record

      • Any record maintained by the CDCRCalifornia Department of Corrections and Rehabilitation relating to the Department’s business conduct that can be made available for public inspection in accordance with the Public Records Act. (See DOMDepartment Operations Manual, Chapter 1, Article 16, Public Records.) Record Any paper, map exhibit, electronic disk or type, microfilm image, photographic film or print, building plan, or drawing.

    • Records Coordinator (RCReception Centers)

      • The individual responsible for the CDCRCalifornia Department of Corrections and Rehabilitation’s Records Management Program and is located in headquarters.

    • Records Destruction

      • The appropriate disposition of records through recycling or confidential destruction.

    • Records Retention Schedule (RRSRecords Retention Schedule)

      • The document governing the authorized retention and disposition of all agency record systems as identified in the CDCRCalifornia Department of Corrections and Rehabilitation’s Records Retention Handbook.

    • Records Transfer

      • The organized movement of inactive or discharged records to the State Records Center (SRCState Records Center), CDCRCalifornia Department of Corrections and Rehabilitation headquarters, or local archives for further retention, or the transfer of ownership to the CSA for historical purposes.

    • State Records Center

      • The off-site records storage location owned and maintained by DGSDepartment of General Services to provide inactive records storage and confidential records destruction services for the State agencies.

    • Vital Record

      • Any record that is essential for daily performance or reconstruction of basic CDCRCalifornia Department of Corrections and Rehabilitation programs during and following a major disaster.