Washington State Archives Records Management Local Government General Records Retention Schedule(s): 21st Century Update

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Washington State ArchivesRecords
ManagementLocal Government General Records
Retention Schedule(s)21st Century Update

• Presented by

Julie Woods Local Government Records Management
Specialist
October 2008
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Local Government Records Retention Schedules
20th Century
Local Government General Records Retention
Schedule (LGGRRS)
Nine general records retention schedules
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Local Government Records Retention Schedules
20th Century Duplication within and between
schedules leads to inconsistencies and confusion

• 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.

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GS 50-01-32
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21st Century Phase One One true general
schedule for records common to all local
government agencies

• 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
• Searchable database
• Downloadable .pdf

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All common series will appear in one schedule
21st Century CORE Common Records Retention
Schedule
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21st Century CORE

• What 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

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5 Function Categories
21st Century CORE

• AGENCY MANAGEMENT
• The function relating to the overarching
  management of the local government agency and its
  general administration. Also includes managing
  the agencys interaction with its community, and
  legal matters.
• ASSET MANAGEMENT
• The function of managing the local government
  agencys physical assets (facilities, land,
  equipment, vehicles, supplies, etc.) Includes
  asset acquisition, maintenance, inventory, and
  disposal.

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5 Function Categories
21st Century CORE

• FINANCIAL MANAGEMENT
• The function of managing the local government
  agencys financial resources, obligations and
  monetary infrastructure.
• HUMAN RESOURCE MANAGEMENT
• The function of managing the local government
  agencys workforce.
• INFORMATION MANAGEMENT
• The function of managing the local government
  agencys information, including electronic
  systems, records, publications, mail, and public
  disclosure.

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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.

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Detailed Indexes
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Detailed Indexes
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Detailed Indexes
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Detailed Indexes
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• 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 (AUAuditor,
  SDSchool District, etc.)
• Available online in two formats
• Approved sector series will be added to
  searchable online database.
• Downloadable .pdf with detailed index and table
  of contents.

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School District and ESD Schedule
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School District and ESD Schedule
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School District and ESD Schedule
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Elections Section County Auditor Schedule
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Elections Section County Auditor Schedule
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Elections Section County Auditor Schedule
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21st Century Phase Two Completely overhaul
CORE records series to simplify and make more
user-friendly

• 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.

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Local Government General Records Retention
Schedule (LGGRRS)
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21st Century Phase Two Completely overhaul
LGGRRS records series to simplify and make more
user-friendly

• Create additional sector schedules
• Transit Authorities?
• Public Utility Districts?
• Housing Authorities?
• Separate reference groups will review each
  remaining category
• Update descriptions and retention periods.
• Consolidate series wherever possible.

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Subscribe to listserv

• http//www.secstate.wa.gov/archives
• Click on Records Management tab
• Click on Local Government Notification List
• And sign up!

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Contact us

• Recordsmanagement_at_secstate.wa.gov
• Were here to help

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