Washington State Archives Washington State Archives: Documenting Democracy Public Records Management In Washington State The Basics Presented by: Michael

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: [email protected]@bcc.ctc.edu



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



Points of EmphasisPoints of Emphasis

Legal RequirementsLegal Requirements

Records Disposition AuthorityRecords Disposition Authority



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



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



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:



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



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



Key Terms:Key Terms:Records Retention ValuesRecords Retention Values Administrative Administrative

LegalLegal

FiscalFiscal

Historical/ArchivalHistorical/Archival



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



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



Local Government Local Government CoCommon mmon ReRecords Retention Schedulecords Retention ScheduleCORECORE



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



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



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



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



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



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


CORE Schedule ExampleCORE Schedule Example



CORE Schedule Example – New FormatCORE Schedule Example – New Format


LGGRRSLGGRRS


LGGRRS ExampleLGGRRS Example



Finding what Finding what you need:you need:



http://www.sos.wa.gov/http://www.sos.wa.gov/







http://www.sos.wa.gov/archives/RecordsManagement/records_local.aspxhttp://www.sos.wa.gov/archives/RecordsManagement/records_local.aspx



http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx



http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspxhttp://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx



http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx



http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx



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



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 – [email protected] – [email protected]



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.


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


and sign up…and sign up…



Eastern Washington Electronic Records Management Consultant / EllensburgScott Sackett [email protected] (509) 413-3296

Northwest Washington Electronic Records Management Consultant / BellinghamMegan Bezzo [email protected] (360) 485-5822

Southwest Washington Electronic Records Management Consultant / OlympiaLeslie Koziara [email protected] (360)586-4893

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

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

Northwest Branch / Bellingham James Copher [email protected] (360) 650-7930

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

SW Branch / Olympia Erin Whitesel-Jones [email protected] (360) 753-1684

Records Management Contacts



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!

Documents

Washington State Archives Washington State Archives: Documenting Democracy Public Records Management In Washington State The Basics Presented by: Michael