Washington State Archives Documenting Democracy Washington State Archives Records Management Local Government General Records Retention Schedule(s): 21

Washington State ArchivesDocumenting Democracy

Washington State ArchivesRecords Management

Local Government General Records Retention

Schedule(s):21st Century Update

Presented by:

Julie WoodsLocal Government Records

Management SpecialistOctober 2008


Local Government Records Retention

Schedules20th Century:

Local Government General Records

Retention Schedule (LGGRRS)

Nine “general” records retention

schedules


• One General Schedule and nine additional “general” schedules.

• Same record series occurring in as many as ten schedules (i.e. correspondence and contracts).

• Same record series occurring in multiple categories (i.e. contracts may appear in Administrative Records, Payroll, Personnel, and Dispute Resolution).

• In sector schedules, not always clear if record series is sector-specific or common to all agencies.

• Updates to GS series not always reflected in sector-specific schedules.

• Difficult to schedule electronic records.

Local Government Records Retention

Schedules20th Century:

Duplication within and between schedules

leads to inconsistencies and confusion


GS 50-01-32


•All common series will appear one schedule – and only one schedule.

•Five function categories.

•Detailed indexes and table of contents.

•Available online in two formats:1.Searchable database2.Downloadable .pdf

21st Century: Phase One

One true general schedule for records

common to all local government agencies


21st Century: CORE Common Records Retention Schedule

All common series will appear in one

schedule


21st Century: COREWhat record series will be included?

Records common to all local government agencies:

•Counties•Auditors•Housing Authorities•Cities•Towns•School Districts•PUDs•Irrigation Districts•All other local government agencies


5 Function Categories

21st Century: CORE1. AGENCY MANAGEMENT

The function relating to the overarching management of the local government agency and its general administration. Also includes managing the agency’s interaction with its community, and legal matters.

2. ASSET MANAGEMENTThe function of managing the local government agency’s physical assets (facilities, land, equipment, vehicles, supplies, etc.) Includes asset acquisition, maintenance, inventory, and disposal.


3. FINANCIAL MANAGEMENTThe function of managing the local government

agency’s financial resources, obligations and monetary infrastructure.

4. HUMAN RESOURCE MANAGEMENTThe function of managing the local government

agency’s workforce.

5. INFORMATION MANAGEMENT The function of managing the local government

agency’s information, including electronic systems, records, publications, mail, and public disclosure.

5 Function Categories

21st Century: CORE


Will records series retention and disposition authority numbers (DANs) change?

• Changes to the structure and format only.

• No changes to retention periods.

• Approximately one dozen duplicate DANs will be corrected (assigned new DAN numbers).

• Working with reference groups from local agencies.

21st Century: CORE


Detailed Indexes


Detailed Indexes


Detailed Indexes


Detailed Indexes


21st Century: Phase One (Part 2)

Revise and update each sector schedule to

simplify and make more user-friendly

• Only sector-specific series will appear in sector schedules

• All DANs in each schedule will be identified with a schedule-specific prefix (AU=Auditor, SD=School District, etc.)

• Available online in two formats:1. Approved sector series will be added to

searchable online database.2. Downloadable .pdf with detailed index

and table of contents.


School District and ESD Schedule






Elections Section County Auditor

Schedule



Schedule



Schedule


• Separate reference groups will review each function category:• Update descriptions and retention

periods.• Consolidate series wherever possible.

• Each function category will be submitted to the Local Records Committee for approval as soon as it is completed.

• Revision guides (crosswalks) will be created for each approved function category.

21st Century: Phase Two

Completely overhaul CORE records series to



Local Government General Records

Retention Schedule (LGGRRS)


• Create additional sector schedules: Transit Authorities?Public Utility Districts?Housing Authorities?

• Separate reference groups will review each remaining category:

1. Update descriptions and retention periods.

2. Consolidate series wherever possible.

21st Century: Phase Two

Completely overhaul LGGRRS records series to



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Washington State Archives Documenting Democracy Washington State Archives Records Management Local Government General Records Retention Schedule(s): 21