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Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Public Records ManagementPublic Records Management
In Washington StateIn Washington State
The BasicsThe BasicsPresented by:Presented by:
Michael S. SaundersMichael S. SaundersPuget Sound Regional ArchivistPuget Sound Regional ArchivistPhone: 425-564-3950Phone: 425-564-3950Fax: 425-564-3945Fax: 425-564-3945msaunder@bcc.ctc.edumsaunder@bcc.ctc.edu
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Local GovernmentLocal GovernmentGeneral Records Retention SchedulesGeneral Records Retention Schedules
http://www.sos.wa.gov/archives/RecordsManagement/records_local.aspxhttp://www.sos.wa.gov/archives/RecordsManagement/records_local.aspx
Focus on key concepts and termsFocus on key concepts and terms
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Points of EmphasisPoints of Emphasis
Legal RequirementsLegal Requirements
Records Disposition AuthorityRecords Disposition Authority
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Other Key Concepts: Other Key Concepts: Documenting Records DestructionDocumenting Records Destruction
Identify Your Records SeriesIdentify Your Records Series
Electronic Records SystemsElectronic Records Systems
Essential Records Protection Essential Records Protection
Disaster PreparednessDisaster Preparedness
Retaining Records on Alternate MediaRetaining Records on Alternate Media
Public DisclosurePublic Disclosure
Develop a ProgramDevelop a Program
State Archives Services and SupportState Archives Services and Support
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Concept: Key Concept: Legal RequirementsLegal Requirements
RCW 40.14 - Public Records Act RCW 40.14 - Public Records Act http://apps.leg.wa.gov/rcw/default.aspx?cite=40.14 http://apps.leg.wa.gov/rcw/default.aspx?cite=40.14
RCW 40.10 - Essential Records Protection RCW 40.10 - Essential Records Protection http://apps.leg.wa.gov/rcw/default.aspx?cite=40.10 http://apps.leg.wa.gov/rcw/default.aspx?cite=40.10
RCW 40.16 - Illegal Destruction of Public Records RCW 40.16 - Illegal Destruction of Public Records http://apps.leg.wa.gov/rcw/default.aspx?cite=40.16 http://apps.leg.wa.gov/rcw/default.aspx?cite=40.16
RCW 40.20 - Admissibility of Records Reproductions RCW 40.20 - Admissibility of Records Reproductions http://apps.leg.wa.gov/rcw/default.aspx?cite=40.20 http://apps.leg.wa.gov/rcw/default.aspx?cite=40.20
RCW 42.56 - Public Disclosure RCW 42.56 - Public Disclosure http://apps.leg.wa.gov/rcw/default.aspx?cite=42.56 http://apps.leg.wa.gov/rcw/default.aspx?cite=42.56
RCW 36.22.175 - Services to Local Government RCW 36.22.175 - Services to Local Government http://apps.leg.wa.gov/rcw/default.aspx?cite=36.22.175 http://apps.leg.wa.gov/rcw/default.aspx?cite=36.22.175
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Records As Public PropertyRecords As Public Property RCW 40.14: The Public Records ActRCW 40.14: The Public Records Act
Government records are public propertyGovernment records are public property
Officials / Employees pass records on to successorsOfficials / Employees pass records on to successors
Agencies must account for the disposition of recordsAgencies must account for the disposition of records
Key Concept:Key Concept:
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Concept:Key Concept:Records Disposition AuthorityRecords Disposition Authority RCW 40.14.070:RCW 40.14.070: Local Records CommitteeLocal Records Committee Agencies must establish legal authority to dispose of recordsAgencies must establish legal authority to dispose of records
The Local Records Committee grants disposition authorityThe Local Records Committee grants disposition authority
Members: State Archives, State Auditor & Attorney GeneralMembers: State Archives, State Auditor & Attorney General
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Terms:Key Terms:Records Retention ScheduleRecords Retention Schedule
General Records Retention ScheduleGeneral Records Retention Schedule
Records SeriesRecords Series
Retention PeriodRetention Period
Disposition Authority NumberDisposition Authority Number
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Terms:Key Terms:Records Retention ValuesRecords Retention Values Administrative Administrative
LegalLegal
FiscalFiscal
Historical/ArchivalHistorical/Archival
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Terms:Public Records Classification OPR - OPR - Official Public RecordOfficial Public Record identifies records that are: identifies records that are:
Required to be filed as a result of a specific lawRequired to be filed as a result of a specific lawor serve as Por serve as Primary documentation of: rimary documentation of:
AgreementsAgreements ContractsContracts BondsBonds TransactionsTransactions
Claims filed by or against the agencyClaims filed by or against the agency
Any other official action or commitment by the agencyAny other official action or commitment by the agency
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Terms:Key Terms:Public Records ClassificationPublic Records Classification OFM - OFM - Office Files and MemorandaOffice Files and Memoranda identifies records that are:identifies records that are:
CorrespondenceCorrespondence
Informational ReportsInformational Reports
Duplicate copies of Official Public Records (OPR)Duplicate copies of Official Public Records (OPR)
General Office FilesGeneral Office Files
Other records kept for purely administrative purposesOther records kept for purely administrative purposes
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Local Government Local Government CoCommon mmon ReRecords Retention Schedulecords Retention ScheduleCORECORE
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
1.1. Agency ManagementAgency Management1.1 Administration (General)1.1 Administration (General)1.2 Boards, Councils and Committees1.2 Boards, Councils and Committees1.3 Community Relations1.3 Community Relations1.4 Contracts / Agreements1.4 Contracts / Agreements1.5 Legal1.5 Legal1.6 Planning, Mission and Charter1.6 Planning, Mission and Charter1.7 Policies & Procedures1.7 Policies & Procedures1.8 Risk Management / Insurance1.8 Risk Management / Insurance
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
2.2. Asset ManagementAsset Management2.1 Authorization2.1 Authorization2.2 Design and Construction2.2 Design and Construction2.3 Disposal2.3 Disposal2.4 Electronic Information Systems2.4 Electronic Information Systems2.5 Environmental Management2.5 Environmental Management2.6 Inventory2.6 Inventory2.7 Leasing / Usage2.7 Leasing / Usage2.8 Maintenance2.8 Maintenance2.9 Operations2.9 Operations2.10 Planning2.10 Planning2.11 Purchasing / Acquisitions2.11 Purchasing / Acquisitions2.12 Security2.12 Security2.13 Valuation2.13 Valuation
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
3. Financial Management3. Financial Management3.1 Accounting3.1 Accounting3.2 Auditing3.2 Auditing3.3 Authorization3.3 Authorization3.4 Banking3.4 Banking3.5 Budgets3.5 Budgets3.6 Grants3.6 Grants3.7 Taxes3.7 Taxes3.8 Payroll3.8 Payroll
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
4. Human Resource Management4. Human Resource Management5.1 Benefits5.1 Benefits5.2 Equity5.2 Equity5.3 Industrial Insurance5.3 Industrial Insurance5.4 Labor Relations5.4 Labor Relations5.5 Misconduct / Discipline / Grievances5.5 Misconduct / Discipline / Grievances5.6 Occupational Health and Safety5.6 Occupational Health and Safety5.7 Performance Management5.7 Performance Management5.8 Personnel5.8 Personnel5.9 Position Development / Staff Structure5.9 Position Development / Staff Structure5.10 Recruitment / Hiring5.10 Recruitment / Hiring5.11 Staff Development / Training5.11 Staff Development / Training
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
5. Information Management5. Information Management5.1 Forms and Publications5.1 Forms and Publications5.2 Library Services5.2 Library Services5.3 Mail Services5.3 Mail Services5.4 Public Disclosure5.4 Public Disclosure5.5 Records Conversion5.5 Records Conversion5.6 Records Management5.6 Records Management
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
6.1.1 Agency Information – Routine6.1.1 Agency Information – Routine6.1.2 Agency-Generated Forms & Publications - Copies6.1.2 Agency-Generated Forms & Publications - Copies6.1.3 General Information – External6.1.3 General Information – External6.1.4 Secondary Copies6.1.4 Secondary Copies6.1.5 Transitory Records6.1.5 Transitory Records
6. Records With Minimal Retention Value
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
CORE Schedule ExampleCORE Schedule Example
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
CORE Schedule Example – New FormatCORE Schedule Example – New Format
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
LGGRRSLGGRRS
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
LGGRRS ExampleLGGRRS Example
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Finding what Finding what you need:you need:
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
http://www.sos.wa.gov/http://www.sos.wa.gov/
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
http://www.sos.wa.gov/archives/RecordsManagement/records_local.aspxhttp://www.sos.wa.gov/archives/RecordsManagement/records_local.aspx
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspxhttp://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Concept:Key Concept:
Public Records ManagementPublic Records ManagementImagingImagingRegional ArchivesRegional Archives
Division of Archives and Records ManagementDivision of Archives and Records Management
Services To Local Government AgenciesServices To Local Government Agencies
Digital ArchivesDigital Archives
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Imaging ServicesImaging ServicesSecurity Microfilm Inspection & Storage (Free of Charge)Security Microfilm Inspection & Storage (Free of Charge)
Source Document ScanningSource Document Scanning (Fee for Service)(Fee for Service)
Source Document MicrofilmingSource Document Microfilming (Fee for Service)(Fee for Service)
Output of Digital Records Information to MicrofilmOutput of Digital Records Information to Microfilm ( (Fee for Service)Fee for Service)
Microfilm Scanning Microfilm Scanning ((Fee for Service)Fee for Service)
Direct Microfilm Duplication Direct Microfilm Duplication ((Fee for Service)Fee for Service)
For Further Information Contact:For Further Information Contact:Baylen Limasa, Imaging Services Manager, Imaging Services ManagerWashington State ArchivesWashington State ArchivesPO Box 40238PO Box 40238Olympia, WA 98504-0238Olympia, WA 98504-0238Telephone – 360-236-5080Telephone – 360-236-5080E-mail – baylen.limasa.@sos.wa.govE-mail – baylen.limasa.@sos.wa.gov
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Regional Archives SystemRegional Archives System
Mission:Mission: Preserve archival Preserve archival records for public use and serve records for public use and serve as the focal points for services to as the focal points for services to local governmentlocal government..
Vision:Vision: Build a world class system to promote Build a world class system to promote public records management and preserve public records management and preserve historically valuable records for public research use.historically valuable records for public research use.
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Local Government Updates ListservLocal Government Updates Listservhttp://www.secstate.wa.gov/archives/RecordsManagement/records_local.aspxhttp://www.secstate.wa.gov/archives/RecordsManagement/records_local.aspx
Click HereClick Here
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
and sign up…and sign up…
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Eastern Washington Electronic Records Management Consultant / EllensburgScott Sackett scott.sackett@sos.wa.gov (509) 413-3296
Northwest Washington Electronic Records Management Consultant / BellinghamMegan Bezzo megan.bezzo@sos.wa.gov (360) 485-5822
Southwest Washington Electronic Records Management Consultant / OlympiaLeslie Koziara leslie.koziara@sos.wa.gov (360)586-4893
Central Branch / Ellensburg Brigid Clift cliftb@cwu.edu (509) 963-2136
Eastern Branch / Cheney Jeff Creighton jeff.creighton@sos.wa.gov (509) 235-7500 Ext 104
Northwest Branch / Bellingham James Copher james.copher@sos.wa.gov (360) 650-7930
Puget Sound Branch / Bellevue Mike Saunders msaunder@bellevuecollege.edu (425) 564-3950
SW Branch / Olympia Erin Whitesel-Jones erin.whiteseljones@sos.wa.gov (360) 753-1684
Records Management Contacts
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Washington State Archives and Records Management:Washington State Archives and Records Management: Partners in Preservation and AccessPartners in Preservation and Access
www.secstate.wa.gov/archives/recordsmanagementwww.secstate.wa.gov/archives/recordsmanagement
Thank you!Thank you!
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