1. Washington State Archives Documenting Democracy Digital Power Washington State Digital Archives Multi-State Preservation Partnership Presented by: Jerry Handfield, State Archivist Washington State Archives July, 2008 NDIIPP Partner Meeting

2. Washington State Archives Documenting Democracy Shift Happens Records Online October 20040 July 200834 2009100M 2010???

3. Washington State Archives Documenting Democracy Justin Jaffe Data Ingestion Coordinator jjaffe@secstate.wa.gov (509) 235-7500 x224

4. Washington State Archives Documenting Democracy Washington State Digital Archives Multi-State Digital Preservation Partnership

5. Washington State Archives Documenting Democracy Partners

6. Washington State Archives Documenting Democracy Intergovernmental Agreement Agreement between Office of the Secretary of State (OSOS) Digital Archives and grant participants. Participant Field List Security and Connectivity Participant Contacts

7. Washington State Archives Documenting Democracy Data Transfer Hard Drive SFTP

8. Washington State Archives Documenting Democracy Hard Drive Process

9. Washington State Archives Documenting Democracy Supported Record Series Auditor Records – Cris Plus Recording system, Anthem Recording System, and Oncore Recording System. This includes Marriage, Land, Misc Auditor Records, Uniform Commercial Code, Power of Attorney, Minutes, Ordinance, Resolution, Military, Plats and Survey, and Recorded Agreements. Birth Records - Regional Archives. Census Records - Regional Archives. City Council Records – Minutes, Ordinance, and Resolution. Death Records – Social Security Death Index, and Regional Archives. Executive Orders – Documents released from the office of Governor. Frontier Justice Records.

10. Washington State Archives Documenting Democracy Supported Record Series (Continued) Institution Records – Regional Archives. Marriage Records – Provided by both Auditors and Regional Archives. Military Records - Provided by both Auditors and Regional Archives. Miscellaneous Historical Records - Regional Archives. Naturalization Records - Regional Archives. Oath of Office Records - Regional Archives. Photograph Records - Regional Archives. Physician Records - Regional Archives. Voter Registration Database.

11. Washington State Archives Documenting Democracy Records Per Partner Idaho398,796 Alaska83,316 Montana359,627 Oregon1,119,975 LouisianaComing Soon IndianaComing Soon ColoradoComing Soon

12. Washington State Archives Documenting Democracy Searches Per Partner Idaho54 Alaska83 Montana35 Oregon119

13. Washington State Archives Documenting Democracy Washington Record Series Count 33,488,634

14. Washington State Archives Documenting Democracy Washington Statistics

15. Washington State Archives Documenting Democracy Ingestion Capacity Auditor Data If we have indexes only with no images, we can process 10,000 indexes per minute for a total of 14,400,000 indexes a day. If on average the indexes have one associated image with it, we can process 1,600 images and indexes a minute for a total of 2,304,000 total records (this includes indexes and images) a day. If on average the indexes have four associated images with it, we can process 400 images and indexes a day for a total of 576,000 total records (this includes in indexes and images) a day.

16. Washington State Archives Documenting Democracy Sample Sites http://idaho.digitalarchives.wa.gov http://test.digitalarchives.wa.gov

17. Washington State Archives Documenting Democracy Incentives to Change and Participate Education & Training Money & Efficiency Access & Democracy

18. Washington State Archives Documenting Democracy 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)

19. Washington State Archives Documenting Democracy 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…

20. Washington State Archives Documenting Democracy 2007-2009 Grant Cycle: Express Grants up to $17,500 only for agencies representing populations under 20,000 Regular Grants up to $30,000 for all populations

21. Washington State Archives Documenting Democracy Who Can Apply? WAC 434-670-030 All local government entities, including special purpose districts. School districts Fire districts County officials City officials Library districts Law enforcement Housing authorities Transit authorities Public works Health departments

22. Washington State Archives Documenting Democracy 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 Types of Projects Eligible for Grants

23. Washington State Archives Documenting Democracy 2007-2009 Grant Recipients: 146 City/Town 67$ 939,842 County 49$ 950,587 Fire District 7$ 73,655 Health District 1$ 3,579 Housing Authority 3$ 44,026 Irrigation District 1$ 7,154 Law Enforcement 1$ 30,000 Library District 1$ 30,000 Port District 2$ 25,799 Public Utility District 2$ 55,382 Regional Council 1$ 5,219 School District 6$ 81,957 Transit Authority 3$ 65,517 Water District 1$ 6,263

24. Washington State Archives Documenting Democracy 2007-2009 County Awards: 49 Assessor 2$ 41,503 Auditor 7$ 147,188 Boundary Review Bd. 1$ 30,000 Clerk 12$ 265,108 Community Dev. 4$ 115,305 Commissioners 8$ 142,414 Health 3$ 70,535 Prosecuting Attorney 1$ 2,000 Public Works 5$ 100,835 Records Management 1$ 6,808 Regional Justice Ctr. 1$ 5,000 Sheriff 2$ 9,000 Treasurer 2$ 14,891