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Washington State Archives Records Management Local Records Grant Program

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Title: Washington State Archives Records Management Local Records Grant Program


1
Washington State Archives Records
Management Local Records Grant Program
April 2009
2
Washington State Archives, Olympia
Washington State Archives 1963
Preserves and provides public access to legal and
historically valuable records from state
government agencies.
3
Regional Branch System, 1980s
Mission Preserve archival records for public
use, and serve as the focal points for services
to local government.
4
Local Records Grant Program WAC 434-670
Created in 2001 to provide financial assistance
to local government officials to support records
management and preservation efforts.
Administered by the Washington State Archives
Office of the Secretary of State and The
Archives Oversight Committee (comprised of
local government elected officials and
representatives)
5
Grant Program Funding RCW 36.22.175
  • Branch archives and grant program are both funded
    by
  • County Auditors - collect fee for each document
    recorded
  • County Clerks - collect fee on tax warrants

6
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

7
Archival Records
  • WAC 434-663-240   
  • Archival records are records that have permanent
    and/or historical value and are scheduled as
    archival
  • Minutes, ordinances, resolutions
  • Deeds, titles
  • SEPA determinations
  • Land surveys
  • Maps, drawings, photos
  • Building construction permits

8
Essential Records
Chapter 40.10 RCW In order to provide for the
continuity and preservation of civil government,
each elected and appointed officer of the state
shall designate those public documents which are
essential records of his office and needed in an
emergency and for the reestablishment of normal
operations after any such emergency.
  • Minutes, ordinances, resolutions (archival)
  • Payroll registers (long-term)
  • Council board meeting packets (permanent)

9
How safe are my agencys records ???
  • Are funds available to reconstruct
    damaged/destroyed records?
  • How long before serious damage to agencys
    operation? 3 months? Two weeks? A day?
  • Are records replaceable from another source,
    agency, or office?
  • Are digitized images sufficient to substitute for
    the original records?

10
How safe are my agencys records ???
Fire Department, Ilwaco
11
How safe are my agencys records ???
County Records Storage
12
City of Fife - 9,841 Scan and microfilm Fife
City Council minutes, ordinances and resolutions
(1957 to present) for access and preservation
This was the first time wed received any grants
in our City Clerks department, so it was a big
deal to us. As our entire city is now included in
a recently revised 100 year flood plain, off-site
record storage was a critical need. Thanks to
this grant, we have now significantly met our
records-related mitigation plan for our
Comprehensive Emergency Management Plan. Steve
Marcotte Finance Director and City
Clerk City of Fife
13
City of Fifes original, archival records now
reside at the Puget Sound Regional Archives in
Bellevue
14
and the images are available online at the
Digital Archives website www.digitalarchives.wa.
gov
15
(No Transcript)
16
Minutes from the first meeting of the Fife City
Council
17
Who Can Apply? WAC 434-670-030 All local
government entities, including special purpose
districts.
  • Law enforcement
  • Housing authorities
  • Transit authorities
  • Public works
  • Health departments
  • School districts
  • Fire districts
  • County officials
  • City officials
  • Library districts

18
Types of Projects Eligible for Grants
  • Preservation of archival/essential records
  • Records Management planning and inventories
  • Security backup microfilm for records that exist
    only in paper form
  • Essential equipment (microfilm reader, metal
    shelving, archive boxes)
  • Improved access to records via scanning

19
(No Names Mentioned) School District -
17,445 Scan and microfilm school board minutes
and high school transcripts (1915 to present),
metal shelving, part-time personnel, and a
filing cabinet
20
A School District!!
21
Longview Parks Recreation 1,634
22
Grant Program History
100,000 200,000 500,000 898,438
2002 7 Grants 2003-2005 22
Grants 2005-2007 54
Grants 2007-2009 93 Grants
So far
23
Decision Criteria
  • Urgency of need
  • Critical records problems
  • Significance and age of records
  • Soundness of methods proposed
  • Best practices
  • Local commitment to preservation of records

24
2009-2011 Grant Cycle
Guidelines, funding priorities, and application
materials will be available in Spring of
2009 www.secstate.wa.gov/archives/grants
25
Local Records Grant Program Online
wwwsecstate.wa.gov/archives/grants
26
Thank you, Records Managers!
Washington State Archives Partners in
preservation and access www.secstate.wa.gov/archiv
es
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