Washington State Archives Documenting Democracy Washington State Archives: Records Management County Elections Administrators Presented by: June 2009 Julie

Washington State ArchivesDocumenting Democracy

Washington State Archives:

Records Management

County Elections AdministratorsPresented by:

June 2009

Julie WoodsLocal Government Records Retention

Specialist

Scott SackettElectronic Records

Management Consultant


Washington State Archives 1963

Preserves and provides public access to legal and historically valuable records from

government agencies.

Washington State Archives


Washington State Archives

Total Cubic Feet of Documents

•Pages at Archives•Electronic Records at Digital

Archives•Microfilm Images in Vaults•Pages at Records Center

Records In Our Custody

650,361

404,230,000

80,667,000680,916,20

0721,672,50

0

March 2009

1.9 Billion!


Washington State Archives: We’re here to help!

• Digital Archives

• Regional Branch Archives

• Imaging Services

• Records Management


Records Management OfficeOlympia

Russell WoodState Records [email protected]

v(360) 586-4900

• Local Records Retention Schedules

• Records Management Advice• Classes / Training• Local Records Grant Program


Preserve and protect public records

Compliance

Efficiency

History

Public disclosure requests

Audits

Good Records Management


Poor Records Management


“…the term "public records" shall include

any paper, correspondence, completed

form, bound record book, photograph,

film, sound recording, map drawing,

machine-readable material…or other

document, regardless of physical form or

characteristics…that have been made by

or received by any agency of the state of

Washington in connection with the

transaction of public business...”

Definition and Classification of Public Records

RCW 40.14.10


What needs to be kept?RCW 40.14.070

No public records shall be destroyed until approved

for destruction by the Local Records Committee.

• For public disclosure, refer to RCW 42.56

• Legal holds


Local Records CommitteeComprised of three members:

1.State Archivist2.Attorney General representative3.State Auditor representative

Grants records disposition authority to local government agencies in the form of Records Retention Schedules which describe:

•Type of records approved for destruction.•Minimum retention period for which they need to

be retained.•Which records have archival and/or essential

value.


For the purposes of retention and destruction, two criteria:

1.Made or received in connection with the transaction of public business (RCW 40.14).

2.Regardless of format.

What needs to be kept?


Electronic Records

1.All existing retention requirements (have always and continue to) apply to electronic records.

2.Electronic records need to be retained in electronic format.• Metadata associated with “born digital”

records establishes and preserves the authenticity of the record which is the evidence of the transaction it documents.

• Printing electronic records (e.g. emails) preserves the informational content but not the authenticity of the record.

WAC 434-662


Common Records Retention Schedule (CORE)


CORE

1.Agency Management

2.Asset Management

3.Financial Management

4.Human Resource Management

5. Information Management

Records common to all local government agencies.

Five function categories:


Local Government General Records Retention Schedule

LGGRRS29

activities including

:

•Electric Utilities

•Land Use Planning, Permits and Appeals

•Public Works Engineering


Sector Schedules1. County Assessors

2. County Auditors

3. County Clerks and Clerks of the Superior Court

4. County Treasurers

5. District and Municipal Courts

6. Health Departments and Districts

7. Law Enforcement

8. Public Hospital Districts

9. School Districts and Educational Service Districts


Index to Archival/Permanent Records


Archival RecordsWAC 434-663-240

Archival records are records that have permanent and/or historical value and are scheduled as archival.

• Constitution• Voter Registration• Birth Records


Index to Essential Records


Essential RecordsChapter 40.10 RCW

“In order to provide for the continuity and preservation of civil government…the state shall designate those public documents which are essential records…and needed in an emergency and for the reestablishment of normal operations after any such emergency.”

• Oaths of Office• Disaster Preparedness and Recovery Plans• Operating Manuals


Index to Disposition Authority Numbers (DANs)


Index to Subjects


Glossary


http://www.secstate.wa.gov/archives/RecordsManagement


http://www.secstate.wa.gov/archives/RecordsManagement


Database


Database


CORE


County Auditors


County Auditors



NEW Local Government Listserv


Training, Classes, Workshops•Electronic Records Management – DOP

•Records and Information Management – DOP

•Electronic Imaging Systems (EIS)

•Public Disclosure

•Local Records Grant Program

•Essential Records/Emergency Preparedness

•Presentations and speeches to local, state and national organizations on all facets of records management


Training, Classes, Workshops


Local Government Listserv


Records Management Office

Please e-mail questions about

your public records to:

[email protected]








Mission:

Preserve

archival records

for public

use, and serve as the focal

points for

services to local

government.

Regional Branch Archives


• Expedite access to State Archives programs and services.

• Appraise and transfer archival records for preservation and protection.

• Provide public research access to archival records.

• Promote efficient records management.

• Promote essential records protection.

• Provide public records management training and support.

Regional Branch Archives


Central Branch (509) 963-2136 Brigid Clift [email protected]

Eastern Branch (509) 235-7500 Ext 104 Jeff Creighton [email protected]

Northwest Branch (360) 650-4911 Scott Roley [email protected]

Puget Sound Branch (425) 564-3950 Mike Saunders [email protected]

Olympia/SW Branch(360) 753-1684 Erin Whitesel-Jones

[email protected]

Branch Archives Contacts


Local Records Grant Program

Imaging and preservation of archival and essential records

•having fiscal, legal or historical value;

•or which are essential to business operations.


Local Records Grant Program

Guidelines, funding priorities, and application

materials available: July, 2009

www.secstate.wa.gov/archives/lrgp.aspxFor automatic notification, sign up on the

Listserv!

2009-2011 Grant Cycle








Digital Archives, Cheney

2004 - First in the nation!


www.digitalarchives.wa.gov








Imaging Services• Security Microfilm Inspection & Storage

• Source Document Microfilming

• Output of Digital Records Information to Microfilm

• Microfilm Scanning

• Direct Microfilm Duplication

Boyd BarberImaging Services [email protected](360) 236-5080

Tumwater


Washington State Archives: Partners in preservation and access

www.secstate.wa.gov/archives

Thank you, Elections Administrators!