The State Records Management Act (Government Code Sections 12270-12279) directs California's Secretary of State to establish and administer a records management program that applies efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of State records.
The Records Management and Appraisal (RMA) unit within the California State Archives is responsible for the development and implementation of the State’s records management program. RMA is made up of the California Records and Information Management (CalRIM) program and the State Records Appraisal Program (SRAP).
CalRIM reviews State entity Records Retention Schedules; establishes guidelines, including those for the management of electronic records; provides consultation; evaluates the effectiveness of existing records management programs; and assists in the establishment of new records programs. SRAP reviews Records Retention Schedules for records valuable to the history of California; appraises records sent to the State Archives; and maintains all State entity Records Retention Schedules.
The RMA unit is also responsible for administering the Local Government Records Program (LoCal) defined by Government Code section 12236. The LoCal program establishes guidelines for local government records retention and provides archival support to local agencies in this state.
Records Management Forms and Guidelines
State Agencies are required to comply with the State Records Management Act. The Records Management and Appraisal (RMA) team provides resources and forms to assist State Agencies and their designated Records Management Coordinator (RMC) with managing their records including the approval of records retention schedules. Records Retention Schedules are written policies outlining the treatment of state records regardless of format.
Learn about records management resources and retention schedules
Records Management Handbook
The Records Management Handbook documents the guidance for California State and Local Government agencies concerning standards and procedures to carry-out their records management program.
View the Records Management Handbook
State Records Appraisal Program (SRAP)
The State Records Appraisal Program (SRAP) reviews Records Retention Schedules for records valuable to the history of California; appraises records sent to the State Archives; and maintains all State entity Records Retention Schedules.
Learn about State Records Appraisal Program
Transferring Records to the State Archives
View contacts and guidelines for transferring your records to us.
Learn how to transfer records to the State Archives
Records Management Training and Office Hours
Free-online training classes are available to State Government and Local Governement managers and staff interested in the development, preparation, and maintenance of State entity Records Retention Schedules. The State Records Management Act requires training for designated Records Management Coordinators (RMCs).
View training classes schedule for records management
Local Government (LoCal)
The Local Government Records Program (LoCal) is tasked to establish guidelines for local government records retention, and to provide archival support and make supporting information available to local government agencies.
Visit our Local Government Records Management Program page
Legislative Transfer Guidance and Forms
The Legislative Records Program (LegPro) works closely with the State Legislature to identify and preserve records and materials of enduring value to document California’s legislative history. The State Archives assists with caring for and providing access to these records, preserving the legacies of our elected officials.
