1. Washington State Archives Documenting Democracy Washington State Archives Records Management Local Government General Records Retention Schedule(s): 21 st Century Update Presented by: Julie Woods Local Government Records Management Specialist October 2008

2. Washington State Archives Documenting Democracy Local Government Records Retention Schedules 20 th Century: Local Government General Records Retention Schedule (LGGRRS) Nine “general” records retention schedules

3. Washington State Archives Documenting Democracy 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. Local Government Records Retention Schedules 20 th Century: Duplication within and between schedules leads to inconsistencies and confusion

4. Washington State Archives Documenting Democracy GS 50-01-32

5. Washington State Archives Documenting Democracy 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: 1.Searchable database 2.Downloadable.pdf 21st Century: Phase One One true general schedule for records common to all local government agencies

6. Washington State Archives Documenting Democracy 21st Century: CORE Common Records Retention Schedule All common series will appear in one schedule

7. Washington State Archives Documenting Democracy 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

8. Washington State Archives Documenting Democracy 5 Function Categories 21st Century: CORE 1.AGENCY MANAGEMENT The function relating to the overarching management of the local government agency and its general administration. Also includes managing the agency’s interaction with its community, and legal matters. 2.ASSET MANAGEMENT The function of managing the local government agency’s physical assets (facilities, land, equipment, vehicles, supplies, etc.) Includes asset acquisition, maintenance, inventory, and disposal.

9. Washington State Archives Documenting Democracy 3.FINANCIAL MANAGEMENT The function of managing the local government agency’s financial resources, obligations and monetary infrastructure. 4.HUMAN RESOURCE MANAGEMENT The function of managing the local government agency’s workforce. 5.INFORMATION MANAGEMENT The function of managing the local government agency’s information, including electronic systems, records, publications, mail, and public disclosure. 5 Function Categories 21st Century: CORE

10. Washington State Archives Documenting Democracy 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. 21st Century: CORE

11. Washington State Archives Documenting Democracy Detailed Indexes

12. Washington State Archives Documenting Democracy Detailed Indexes

13. Washington State Archives Documenting Democracy Detailed Indexes

14. Washington State Archives Documenting Democracy Detailed Indexes

15. Washington State Archives Documenting Democracy 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 (AU=Auditor, SD=School District, etc.) Available online in two formats: 1.Approved sector series will be added to searchable online database. 2.Downloadable.pdf with detailed index and table of contents.

16. Washington State Archives Documenting Democracy School District and ESD Schedule

17. Washington State Archives Documenting Democracy School District and ESD Schedule

18. Washington State Archives Documenting Democracy School District and ESD Schedule

19. Washington State Archives Documenting Democracy Elections Section County Auditor Schedule

20. Washington State Archives Documenting Democracy Elections Section County Auditor Schedule

21. Washington State Archives Documenting Democracy Elections Section County Auditor Schedule

22. Washington State Archives Documenting Democracy 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. 21st Century: Phase Two Completely overhaul CORE records series to simplify and make more user-friendly

23. Washington State Archives Documenting Democracy Local Government General Records Retention Schedule (LGGRRS)

24. Washington State Archives Documenting Democracy Create additional sector schedules: Transit Authorities? Public Utility Districts? Housing Authorities? Separate reference groups will review each remaining category: 1.Update descriptions and retention periods. 2.Consolidate series wherever possible. 21st Century: Phase Two Completely overhaul LGGRRS records series to simplify and make more user-friendly

25. Washington State Archives Documenting Democracy Subscribe to listserv http://www.secstate.wa.gov/archives Click on Records Management tab Click on Local Government Notification List And sign up!

26. Washington State Archives Documenting Democracy Contact us Recordsmanagement@secstate.wa.gov We’re here to help

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