Chapter 1 – General Administration

14060.7 Records Equipment Purchases

• Requests for records equipment purchases shall be forwarded to the RCReception Centers. No request shall be approved unless the records are listed in an approved RRSRecords Retention Schedule. Contact the RCReception Centers for any questions or assistance.

• Record equipment purchases may be made for vertical shelf, mobile, specialized files, shredders, micrographic, or optical disk equipment. Complete and forward to the RCReception Centers the appropriate purchase document as follows:

  • Headquarters and DAPODivision of Adult Parole Operations (formerly P&CSD) units shall submit a CDC Form 954, Intraoffice Requisition.

  • Institutions/facilities shall submit a Std. Form 65, Contract/Delegation Purchase Order, or Std. Form 66, Purchase Estimate.

  • A completed CDC Form 1298, Records Equipment Justification.

  • Specifications, vendor brochures, or sole source justifications shall be included, if appropriate. The CDCRCalifornia Department of Corrections and Rehabilitation is mandated to support California Prison Indusry Authroity (CalPIA) programs. Should equipment that is available through CalPIA be requested for purchase from a vendor other than the CalPIA, a waiver must be obtained from CalPIA and submitted with the purchase order or requisition.

• All file equipment shall be secured in accordance with California Code of Regulations, Title 24, Part 2, Section 2-23-12, Earthquake Seismic Standards.

• Drawer Files (Replacement Only) Specialized Filing Equipment

  • Drawer files may be purchased as replacement equipment only. SAMState Administrative Manual Section 1661 states that vertical shelf files are the State’s standard filing equipment. Because of safety regulations, floor space must include an additional amount of space to facilitate an open drawer and allow for office movability.

  • Complete and forward the appropriate purchase document, CDC Form 954, Std. Form 65 or Std. Form 66, and the completed CDC Form 1298 and a floor plan to the RCReception Centers.

• Executive Drawer Files

  • In accordance with SAMState Administrative Manual Section 1661, non-State standard file equipment purchases are restricted to control space and excessive cost. The CDCRCalifornia Department of Corrections and Rehabilitation has limited the purchase of executive drawer filing equipment to executive staff’s office or work area that is subject to public view. For purposes of this Article, executive staff is defined as the Secretary, Undersecretary, Executive Director, Assistant Secretary, General Counsel, Chief Deputy Secretary, Director, Deputy Director, Associate Director, Warden, Regional Administrator, or positions at the Career Executive Appointment (CEACareer Executive Assignment) III level, or above.

  • Form 954, or Std. Form 65, and justification memorandum to the RCReception Centers.

• Document Destruction Equipment

  • The SDDC, located in West Sacramento, provides destruction services for confidential records from all State agencies. There are situations that require the records be destroyed locally rather than transporting to the SDDC. If an institution/facility or office feels there is sufficient justification to support the purchase of on-site document destruction equipment, forward the below listed information and documents to the RCReception Centers.

    • Headquarters and DAPODivision of Adult Parole Operations (formerly P&CSD) units shall submit a CDC Form 954.

    • Institutions/facilities shall submit a Std Form 65 or Std Form 66.

    • A completed CDC Form 1298.

    • Vendor’s specifications, brochures, or sole source justifications shall be included, if appropriate.

  • Purchase requests for document destruction equipment shall include an attachment that provides any and all applicable information that addresses the DGSDepartment of General Services Guidelines for Purchase or Rental of Document Shredding Equipment, item numbers 2 through 10 listed on the back side of CDC Form 1298. This will allow for the prompt review of the request.