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Public Records Management In Washington State The Basics

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Title: Slide 1 Author: sexcell Last modified by: Morris, Sam Created Date: 2/7/2002 4:34:57 PM Document presentation format: On-screen Show (4:3) Company – PowerPoint PPT presentation

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Title: Public Records Management In Washington State The Basics


1
Public Records Management In Washington State
The Basics
  • Presented by
  • Michael S. Saunders
  • Puget Sound Regional Archivist
  • Phone 425-564-3950
  • Fax 425-564-3945
  • msaunder_at_bcc.ctc.edu

2
Local Government General Records Retention
Schedules
Focus on key concepts and terms
http//www.sos.wa.gov/archives/RecordsManagement/r
ecords_local.aspx
3
Points of Emphasis
Legal Requirements Records Disposition Authority
4
Other Key Concepts
Documenting Records Destruction Identify Your
Records Series Electronic Records
Systems Essential Records Protection Disaster
Preparedness Retaining Records on Alternate
Media Public Disclosure Develop a Program State
Archives Services and Support
5
Key Concept Legal Requirements
  • RCW 40.14 - Public Records Act http//apps.leg.wa.
    gov/rcw/default.aspx?cite40.14
  • RCW 40.10 - Essential Records Protection
    http//apps.leg.wa.gov/rcw/default.aspx?cite40.10
  • RCW 40.16 - Illegal Destruction of Public Records
    http//apps.leg.wa.gov/rcw/default.aspx?cite40.16
  • RCW 40.20 - Admissibility of Records
    Reproductions http//apps.leg.wa.gov/rcw/default.a
    spx?cite40.20
  • RCW 42.56 - Public Disclosure http//apps.leg.wa.g
    ov/rcw/default.aspx?cite42.56
  • RCW 36.22.175 - Services to Local Government
    http//apps.leg.wa.gov/rcw/default.aspx?cite36.22
    .175

6
Key Concept
Records As Public Property
RCW 40.14 The Public Records Act
Government records are public property Officials
/ Employees pass records on to successors Agencie
s must account for the disposition of records
7
Key ConceptRecords Disposition Authority
RCW 40.14.070 Local Records Committee
Agencies must establish legal authority to
dispose of records The Local Records Committee
grants disposition authority Members State
Archives, State Auditor Attorney General
8
Key Terms
Records Retention Schedule
General Records Retention Schedule
Records Series
Retention Period
Disposition Authority Number
9
Key Terms
Records Retention Values
  • Administrative

Legal
Fiscal
Historical/Archival
10
Public Records Classification
Key Terms
  • OPR - Official Public Record identifies records
    that are

Required to be filed as a result of a specific law
or serve as Primary documentation of
Agreements
Contracts
Bonds
Transactions
Claims filed by or against the agency
Any other official action or commitment by the
agency
11
Public Records Classification
Key Terms
  • OFM - Office Files and Memoranda identifies
    records that are

Correspondence
Informational Reports
General Office Files
Other records kept for purely administrative
purposes
Duplicate copies of Official Public Records (OPR)
12
CORE
Local Government Common Records Retention
Schedule
13
  1. Agency Management1.1 Administration
    (General)1.2 Boards, Councils and Committees1.3
    Community Relations1.4 Contracts /
    Agreements1.5 Legal1.6 Planning, Mission and
    Charter1.7 Policies Procedures1.8 Risk
    Management / Insurance

14
  1. Asset Management2.1 Authorization2.2 Design and
    Construction2.3 Disposal2.4 Electronic
    Information Systems2.5 Environmental
    Management2.6 Inventory2.7 Leasing / Usage2.8
    Maintenance2.9 Operations2.10 Planning2.11
    Purchasing / Acquisitions2.12 Security2.13
    Valuation

15
3. Financial Management3.1 Accounting3.2
Auditing3.3 Authorization3.4 Banking3.5
Budgets3.6 Grants3.7 Taxes3.8 Payroll
16
4. Human Resource Management5.1 Benefits5.2
Equity5.3 Industrial Insurance5.4 Labor
Relations5.5 Misconduct / Discipline /
Grievances5.6 Occupational Health and Safety5.7
Performance Management5.8 Personnel5.9 Position
Development / Staff Structure5.10 Recruitment /
Hiring5.11 Staff Development / Training
17
5. Information Management5.1 Forms and
Publications5.2 Library Services5.3 Mail
Services5.4 Public Disclosure5.5 Records
Conversion5.6 Records Management
18
6. Records With Minimal Retention Value
6.1.1 Agency Information Routine 6.1.2
Agency-Generated Forms Publications -
Copies 6.1.3 General Information External 6.1.4
Secondary Copies 6.1.5 Transitory Records
19
CORE Schedule Example
20
CORE Schedule Example New Format
21
LGGRRS
22
LGGRRS Example
23
Finding what you need
24
http//www.sos.wa.gov/
25
(No Transcript)
26
(No Transcript)
27
http//www.sos.wa.gov/archives/RecordsManagement/r
ecords_local.aspx
28
http//www.sos.wa.gov/archives/RecordsRetentionSch
edules.aspx
29
http//www.sos.wa.gov/archives/RecordsRetentionSch
edules.aspx
30
http//www.sos.wa.gov/archives/RecordsRetentionSch
edules.aspx
31
http//www.sos.wa.gov/archives/RecordsRetentionSch
edules.aspx
32
Key Concept
Division of Archives and Records Management
Services To Local Government Agencies
Public Records Management
Imaging
Regional Archives
Digital Archives
33
Imaging Services
Security Microfilm Inspection Storage (Free of
Charge) Source Document Scanning (Fee for
Service) Source Document Microfilming (Fee for
Service) Output of Digital Records Information
to Microfilm (Fee for Service) Microfilm
Scanning (Fee for Service) Direct Microfilm
Duplication (Fee for Service)
For Further Information Contact Baylen Limasa,
Imaging Services Manager Washington State
Archives PO Box 40238 Olympia, WA
98504-0238 Telephone 360-236-5080 E-mail
baylen.limasa._at_sos.wa.gov
34
Regional Archives System
  • Mission Preserve archival records for public
    use and serve as the focal points for services to
    local government.

Vision Build a world class system to promote
public records management and preserve
historically valuable records for public research
use.
35
Local Government Updates Listserv
http//www.secstate.wa.gov/archives/RecordsManagem
ent/records_local.aspx
Click Here
36
and sign up
37
Records Management Contacts
  • Eastern Washington Electronic Records Management
    Consultant / EllensburgScott Sackett
    scott.sackett_at_sos.wa.gov (509) 413-3296
  • Northwest Washington Electronic Records
    Management Consultant / BellinghamMegan Bezzo
    megan.bezzo_at_sos.wa.gov (360) 485-5822
  • Southwest Washington Electronic Records
    Management Consultant / OlympiaLeslie Koziara
    leslie.koziara_at_sos.wa.gov (360)586-4893
  • Central Branch / Ellensburg Brigid Clift
    cliftb_at_cwu.edu (509) 963-2136
  • Eastern Branch / Cheney Jeff Creighton
    jeff.creighton_at_sos.wa.gov (509) 235-7500 Ext 104
  • Northwest Branch / Bellingham James Copher
    james.copher_at_sos.wa.gov (360) 650-7930
  • Puget Sound Branch / Bellevue Mike Saunders
    msaunder_at_bellevuecollege.edu (425) 564-3950
  • SW Branch / Olympia Erin Whitesel-Jones
    erin.whiteseljones_at_sos.wa.gov (360) 753-1684

38
Thank you!
Washington State Archives and Records Management
Partners in Preservation and Access www.secstate.
wa.gov/archives/recordsmanagement
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